Medical Receptionist & Clinic Assistant

Phi Skin Clinic | Vancouver, BC

Job Type: Part-time, Permanent

Pay: $20.00–$23.00 per hour, based on experience

Expected Hours: 15–30 hours per week

Additional Compensation: Performance-based bonus opportunities

About Phi Skin Clinic

Phi Skin Clinic is a physician-directed medical aesthetics and wellness clinic located in Vancouver, BC.

We believe aesthetics is about more than appearance. It’s about helping people feel confident, comfortable, and empowered in their own skin.

Our approach combines thoughtful care, advanced aesthetic technologies, and genuine human connection to create a welcoming and personalized experience for every patient.

As our clinic continues to grow, we’re looking for a warm, enthusiastic, and motivated Medical Receptionist & Clinic Assistant to join our team.

About the Role

We’re looking for someone who genuinely enjoys connecting with people, has a passion for skincare and medical aesthetics, and takes pride in creating exceptional patient experiences.

This is a dynamic role combining front desk reception, patient relations, appointment coordination, clinic assistance, and community outreach.

You’ll be one of the first points of contact for prospective and existing patients, helping guide them from their initial inquiry through their clinic experience.

The ideal candidate is confident communicating with patients, comfortable making follow-up calls, proactive in securing appointments, and excited to contribute to the growth of a developing clinic.

You’ll work closely with our Medical Director, Lead Medical Aesthetician, and operations team, with opportunities to develop your skills and take on additional responsibilities as the clinic grows.

Reporting & Team Collaboration

This position reports directly to the Owner/Director of Phi Skin Clinic while working closely with our Medical Director, Lead Medical Aesthetician, and Clinic Operations & Growth Coordinator.

The successful candidate will collaborate with the team on daily clinic operations while providing regular updates to the Owner/Director on patient inquiries, appointment bookings, follow-up activities, and community outreach initiatives.

Key Responsibilities

Patient Relations & Appointment Coordination

- Answer incoming calls, emails, and patient inquiries in a warm, professional, and timely manner.
- Respond to prospective patients generated through our advertising and marketing campaigns.
- Proactively follow up with interested patients and help convert inquiries into confirmed appointments.
- Schedule, confirm, and coordinate consultations and treatments using Jane App.
- Maintain accurate patient records, appointment schedules, and follow-up communications.




- Build lasting patient relationships through thoughtful communication and attentive service.
- Support patient retention, rebooking, and ongoing engagement.
- Provide general information about clinic services, treatments, and skincare products while directing medical questions to qualified clinical staff.

Front Desk & Clinic Assistance

- Welcome patients and assist with check-in, check-out, scheduling, and payment processing.
- Support daily clinic operations and administrative workflows.
- Assist the medical aesthetician and physician with appropriate nonclinical preparation, room setup, and coordination.
- Maintain a clean, organized, and welcoming reception and treatment environment.
- Assist with inventory organization, supplies, and general clinic upkeep.
- Learn and follow clinic procedures, systems, and operational protocols.
- Collaborate with team members to ensure smooth patient flow and an exceptional clinic experience.
- Assist with opening and closing procedures.

Community Outreach & Clinic Growth

- Support local outreach initiatives and help develop relationships with community businesses and referral partners.
- Assist with promotional campaigns, patient engagement initiatives, and clinic events.
- Follow up with prospective community partners and maintain organized outreach records.
- Track patient inquiries, appointment conversions, and outreach activities.
- Contribute ideas to improve the patient experience and support clinic growth.

Qualifications

- Previous experience in reception, customer service, hospitality, sales, or a related role.
- Excellent verbal and written communication skills.
- Confident handling patient inquiries, making follow-up calls, and converting inquiries into bookings.
- Strong organizational skills, attention to detail, and initiative.
- Knowledge of skincare, medical aesthetics, and common aesthetic treatments and procedures.
- Familiarity with treatments such as neuromodulators (Botox/Dystport), dermal fillers, facial treatments, and body-contouring technologies is an asset.
- Experience using Jane App for appointment scheduling, patient management, and payments is a strong asset.
- Medical Aesthetician certification or diploma is considered a strong asset, but is not required.
- Previous experience in a medical aesthetics, skincare, wellness,



or healthcare setting is preferred.
- Comfortable learning new technology, clinic systems, and treatment information.
- Ability to maintain patient confidentiality and handle sensitive information professionally.

We value a positive attitude, initiative, exceptional interpersonal skills, and a genuine passion for skincare and medical aesthetics just as much as previous experience. Schedule & Training

This is a part-time, permanent position offering approximately 15–30 hours per week.

Initial training will involve a combination of weekday and weekend shifts alongside our existing team members to develop a thorough understanding of our clinic systems, treatments, and daily operations.

As training progresses, the successful candidate will take on greater independence in managing reception, patient communications, appointment bookings, and administrative responsibilities.

The position offers the potential for increased hours and responsibilities as the clinic grows.

What We Offer

- Competitive hourly compensation of $20–$23, depending on experience.
- Performance-based bonus opportunities.
- A welcoming, collaborative, and supportive team environment.
- Training in clinic systems, procedures, and patient experience.
- Opportunities to expand your knowledge of skincare, medical aesthetics, and wellness.
- Company events and team activities.
- Opportunities for professional development and growth opportunities.
- Potential for increased hours as the clinic expands.

Join Our Team At Phi Skin Clinic, we believe that exceptional patient care begins with genuine connection.

We’re looking for someone who brings warmth, initiative, professionalism, and positive energy to everything they do.

If you’re passionate about skincare and medical aesthetics, love connecting with people, and are excited to grow with a developing clinic, we’d love to hear from you.

Apply today and tell us why you’d be a great addition to the Phi Skin Clinic team!

Pay: $20.00-$23.00 per hour

Expected hours: 15.0 – 30.0 per week

Benefits

- Company events

Ability to commute/relocate:
- Vancouver, BC V6H 3X9: reliably commute or plan to relocate before starting work (required)

Application question(s):
- Are you available for both weekday and weekend shifts during the initial training period?
- Have you previously been responsible for following up with prospective clients or patients and converting inquiries into booked appointments?

Experience:
- Customer service: 1 year (preferred)
- Jane App: 1 year (preferred)

Language:
- English (required)

Licence/Certification:
- Medical Aesthetician Certificate (preferred)

Work Location: In person

📌 Medical Aesthetic Receptionist & Clinic Assistant (Vancouver)
🏢 Phi Skin Clinic
📍 Vancouver