Clinic Overview

Thai Massage clinic in Calgary’s Mission district offering authentic massage therapy and wellness products. We’re looking for someone who brings friendly energy, professionalism, and great people skills to help keep our front desk running smoothly.

Job Overview

We are seeking a dedicated Part-Time Medical Office Administrator to join our healthcare team. This role requires excellent customer service skills (client relations), communication skills (liaising with practitioners to ensure excellent service), and detailed technical knowledge required for clinical administration, data management, and compliance. As a key-holder, you will take ownership of the physical and operational flow of the clinic, ensuring an exceptional environment for both patients and practitioners.

Responsibilities

- Manage front desk operations, including greeting patients and scheduling appointments
- Handle multi-line phone systems efficiently, directing calls and taking messages as needed
- Maintain and update electronic medical records using platforms such as Epic and Dentrix
- Assist with patient check-in and check-out processes, verifying insurance information and collecting payments
- Prepare and organize patient documentation, forms, and correspondence
- Support clinical staff with administrative tasks to ensure seamless workflow
- Ensure compliance with healthcare privacy regulations and office policies
- Perform general office duties such as filing, data entry, and inventory management

MOA Pillars of Success

- Excellent Customer Service: creating a smooth, serene, and informed client experience from first contact to service completion; anticipating client questions and guiding clients on through their wellness experience.
- Seamless Operational Flow:



Maintain a deep understanding how all facets of our clinic function in harmony, masterfully optimize the schedule to balance the needs of multiple therapists, strategically assign sessions while respecting the limitations of various treatment rooms, stay current on relevant industry regulations to ensure compliance, accurately bill to insurance on client behalf using online portals, following established SOPs while fluidly using both digital and paper systems, proactively troubleshoot, prioritize competing tasks, and adapt under pressure.
- Confidential & Accurate Data Management: Ensure accuracy of client information, and maintain strict confidentiality metrics within our secure digital and physical archiving systems. Ensure therapists are fully aware of patient chart details and treatment notes prior to sessions.

Key Tasks

- Greet and check in clients warmly and professionally
- Manage bookings, schedules and client records
- Process direct billing to insurance accurately and efficiently
- Take initiative in keeping front desk operations organized
- Work independently, including key-holder responsibilities
- Help streamline systems and assist with occasional social media

Who Thrives Here This position requires a qualified attitude, excellent communication skills, and the ability to handle sensitive patient information with confidentiality. The ideal candidate will be proactive, organized, and committed to providing outstanding support within our healthcare practice.





This role is best for someone who:

- Possess excellent customer service and builds client relations & communicates with care and professionalism
- Enjoys solving problems and going the extra mile for clients and coworkers
- Transparent english language communication skills for a diverse team and clientele
- Is comfortable taking responsibility and ownership, from open to close of their shift, and of the work they perform.
- Thrives being the point-of-contact for clients and practitioners, and managing all moving parts of our daily operations - from welcoming clients and coordinating multi-practioner schedules to managing direct billing to insurance and supporting our diverse team of practioners

What We Offer

- Averaging Arrangement
- $20-26 per hour, commensurate with experience and skill demonstrated during training.
- 25% off all wellness products
- 50% off massage services
- Free 24/7 parking in the Mission district
- Opportunity to grow into Assistant Manager or Manager
- A diverse team where your reliability matters

To apply, send your resume and a brief cover letter to supplement your resume and share what caught your eye in this role. Pay: $20.00-$26.00 per hour

Expected hours: 4.0 – 20.0 per week

Benefits

- Flexible schedule
- On-site parking

Experience:
- Medical Office Administrator: 1 year (preferred)
- Customer Service: 1 year (preferred)
- Direct Billing to Insurance: 1 year (preferred)
- Data management: 1 year (preferred)
- Confidential Information Handling: 1 year (preferred)
- Spa Reception: 1 year (preferred)
- Client services: 1 year (preferred)

Language:
- English (required)
- Thai (preferred)

Location:
- Calgary, AB T2S 1W7 (preferred)

Work Location: In person

📌 Medical Office Administrator (Part-Time) (Calgary)
🏢 Baan Thai Massage
📍 Calgary