Clinic Receptionist & Administrative Coordinator

About WellCare

WellCare Physiotherapy & Rehab is a growing physiotherapy clinic located in the heart of Surrey's Newton neighbourhood.

We believe that great patient care goes beyond treatment. It starts with making people feel welcome, listening to their concerns, communicating clearly, and making their experience as smooth and stress-free as possible.

Our team provides physiotherapy, bodywork massage and kinesiology services, with a focus on personalized care, professionalism and building lasting relationships with our patients.

As we continue to grow, we're looking for a friendly, organized and experienced individual to join our team and help manage our front desk and daily clinic operations.

About the Role

We're looking for someone who has previously worked in a physiotherapy, rehabilitation or multidisciplinary healthcare clinic and is comfortable handling both patient-facing responsibilities and administrative work.

You'll be an important part of the patient experience, from the first phone call to appointment scheduling, insurance billing and follow-up communication.

We're a growing clinic, so we're looking for someone who takes initiative, pays attention to the details and enjoys helping things run smoothly without needing constant direction.

What You'll Be Doing

Front Desk & Patient Care

- Welcome patients and assist with check-in and check-out.
- Answer phone calls, emails and patient inquiries in a friendly, professional manner.
- Schedule, reschedule and manage appointments using Jane App.
- Follow up with patients regarding appointments, cancellations, rebooking and ongoing treatment schedules.
- Maintain accurate patient information and appointment records.
- Help create a welcoming,



organized and positive clinic setting.

Insurance Billing & Administration

- Process payments, invoices, receipts and direct billing for extended health insurance providers.
- Handle ICBC and WorkSafeBC billing, including claim information, invoicing and payment follow-ups.
- Communicate with insurance adjusters and representatives regarding claims, billing inquiries and outstanding payments.
- Follow up on unpaid invoices, rejected claims and outstanding balances.
- Assist with general administrative tasks and communications with patients, practitioners and third-party insurers.
- Maintain accurate records and protect patient confidentiality.

Daily Clinic Operations

- Coordinate with physiotherapists and other practitioners to support smooth patient flow.
- Help manage appointment gaps, cancellations and waitlists.
- Keep the reception area, waiting room and shared clinic spaces clean, tidy and welcoming.
- Assist with basic inventory, supplies and general clinic upkeep.
- Identify opportunities to improve administrative processes and the overall patient experience.

What We're Looking For Previous experience in a physiotherapy or multidisciplinary healthcare clinic is strongly preferred.

Ideally, you'll bring:

- Hands-on experience with Jane App, including scheduling, payments, patient records and billing.
- Familiarity with ICBC,



WorkSafeBC and extended health insurance billing.
- Experience communicating with patients, insurance providers and adjusters.
- Excellent spoken and written English communication skills.
- Strong organizational skills and attention to detail.
- Confidence managing multiple tasks in a busy clinic environment.
- A professional, approachable and patient-focused attitude.
- The ability to work independently, take initiative and be a dependable part of a small team.
- Comfort with computers, email and everyday office software.

We're especially interested in candidates who can contribute from day one because they've worked in a similar clinic environment. Schedule & Availability

WellCare is open seven days a week, and we understand that everyone's availability is different.

We're open to candidates looking for anywhere from 3 to 7 days per week, with part-time and full-time opportunities available.

Typical clinic operating hours are approximately 10:00 AM to 7:00–8:00 PM.

We can discuss a schedule that works for both the candidate and the clinic. Weekend availability is an asset.

Why Join WellCare?

We're a locally owned, growing clinic where every team member plays an key role.

We value kindness, professionalism, teamwork, open communication and treating patients with genuine care and respect.

You'll be joining a supportive team, have the opportunity to take ownership of your responsibilities and help shape the way our clinic operates as we grow.

We appreciate everyone who takes the time to apply and look forward to hearing from you.

Pay: From $18.25 per hour

Expected hours: 24.0 – 40.0 per week

Benefits

- On-site parking

Work Location: In person

📌 Clinic Receptionist & Administrative Coordinator (Surrey)
🏢 Wellcare Physiotherapy and Rehab
📍 Surrey