Women’s Care Concierge

Milestone Menopause Centre of Southern Alberta

Calgary, Alberta

Part time to Full-Time | Permanent | In-Person

Calm Confidence From The First Hello.

About Milestone

At Milestone Menopause Centre of Southern Alberta, we are creating a new standard in menopause and midlife health care.

Milestone is a purpose-built Centre designed to support women through one of the most important transitions in their health. Our model of care is evidence-based, comprehensive, personalized, and grounded in the belief that women deserve to feel heard, informed, supported, and confident in their care.

We are building a Women’s Health Centre where every touchpoint matters.

From the first phone call to the moment a woman arrives, moves through her visit, and leaves our Centre, our goal is to create an experience that feels calm, clear, coordinated, and thoughtful.

Our philosophy is simple:

Medicine with excellence. Hospitality with intention.

We believe care extends beyond prescriptions and appointments. It includes how women are welcomed, how clearly information is communicated, how privacy is protected, and how supported they feel throughout every interaction.

This is not a conveyor-belt clinic. We protect appointment quality, human connection, and thoughtful care while maintaining operational excellence, professionalism, and warmth.

About the Role

The Women’s Care Concierge is the front line of trust at Milestone.

You are often the first and last point of connection for the women we serve and play an important role in shaping their experience of care.

This is not a traditional reception role.

This position blends hospitality, patient experience, scheduling, operational coordination, communication, and financial stewardship within a specialized women’s health environment.

You will greet women and visitors, support clinic flow, manage incoming communication, coordinate scheduling, maintain accurate information, process payments for uninsured services, and help ensure every woman leaves feeling informed, cared for, and confident in her next steps.

Women arrive at Milestone with different personalities, experiences, emotions, expectations, and communication styles. Your ability to remain calm, organized, warm, professional, adaptable, and emotionally intelligent helps create the foundation for trust.

This role reports directly to the Director of Experience & Operations and functions within a collaborative clinical and operational leadership environment with ongoing support, coaching, and workflow development.

Understanding the Milestone Model

Milestone blends publicly funded physician care with thoughtfully designed uninsured services, programs, education, and collaborative care pathways intended to better support women through menopause and midlife.

Clear, confident, and professional communication around these care pathways is an important part of helping women feel informed, supported, and comfortable navigating their care experience.

The successful candidate will receive ongoing training and support to confidently understand and communicate Milestone’s model of care, workflows, services, and patient experience standards.

We encourage applicants to review our website to better understand the type of experience and care environment we are building.

What Is Established & What Is Evolving

What is established:

Our clinical philosophy

Experience and hospitality standards

Professional expectations

Privacy and confidentiality practices

How we show up for women and each other

What is evolving:

As an early-stage specialty Centre, some workflows, systems, and operational processes are still actively being refined and strengthened as we grow.

Improvements are structured, documented, trained, and aligned - not improvised.

The right candidate embraces learning, welcomes coaching, and helps strengthen systems while maintaining professionalism and consistency.

Non-Negotiable Standards

How We Work Here

We confirm next steps before the interaction ends

We protect privacy and dignity





We use clear processes, aligned communication, and structured workflows

We remain calm and professional under pressure

We do not guess; we clarify and escalate appropriately

We maintain exceptional accuracy

We follow through on commitments

We communicate respectfully and honestly

We continuously improve while maintaining consistency

Core Responsibilities

Patient Experience & Hospitality

Create a calm, welcoming, hospitality-driven experience for women, visitors, providers, and team members

Greet women warmly and professionally upon arrival and departure

Help women feel informed, oriented, and supported throughout their visit

Maintain a polished and welcoming front-of-house environment

Anticipate needs and help create a seamless experience

Support emotionally sensitive interactions with calm professionalism

Protect privacy and dignity throughout all interactions

Communication

Answer phone calls and respond to inquiries with warmth, clarity, professionalism, and discretion

Monitor and support timely communication through calls, messages, and patient inquiries

Route clinical questions appropriately to physicians and clinical teams

Communicate scheduling changes and delays clearly and respectfully

Help ensure women never feel lost within the system

Scheduling & Coordination

Schedule appointments accurately and efficiently

Support appointment changes, cancellations, and rebooking needs

Confirm forms, instructions, and appointment readiness before visits

Coordinate with physicians, nurses, and allied health teams to support smooth patient flow

Protect clean handoffs and clear communication between teams

AVA EMR & Administrative Support

Utilize AVA EMR to support scheduling, chart management, communication, administrative tasks, and patient coordination

Maintain accurate patient information and chart organization

Support physicians and team members with administrative needs connected to patient care

Ensure documentation and follow-up tasks are completed according to clinic process

Financial Stewardship & Concierge Services

At Milestone, payment and administrative processes are considered part of the care experience.

Women entrust us with sensitive information, financial transactions, and vulnerable moments. Creating a seamless and respectful experience through these interactions is an important extension of trust and care.

Responsibilities include:

Support polished and seamless arrival and departure experiences for uninsured services and Centre programs

Support check-in and check-out processes with warmth, discretion, and professionalism

Collect, process, and reconcile payments accurately and confidently

Securely collect and maintain payment information according to clinic policies and privacy standards

Process invoices, receipts, deposits, balances, and payment documentation with exceptional accuracy

Support payment-related questions clearly and professionallyIdentify discrepancies promptly and escalate concerns appropriately

Help deliver a “medicine meets hospitality” experience from arrival through departure

Follow-Through & Continuous Improvement

Complete follow-ups and open tasks within expected timelines

Use established workflows, communication standards, and clinic processes consistently

Participate in workflow improvements and training updates

Apply feedback quickly and professionally

Help strengthen systems as Milestone continues to grow

Who You Are

You are naturally warm, calm, organized, and people-focused.

You understand that the person welcoming women into a healthcare environment plays a meaningful role in how secure, supported, and cared for they feel.





You likely thrive in this role if you are:

Warm, empathetic, and professional

Highly organized and detail-oriented

Calm and composed during busy or emotionally sensitive moments

Comfortable managing multiple priorities and interruptions

Emotionally intelligent and solutions-oriented

Comfortable with technology and learning new systems

Discreet with sensitive information

Accountable and dependable

Coachable and improvement-oriented

You understand that hospitality lives in the details.

You recognize that greeting someone warmly, helping someone feel less overwhelmed, creating a smooth check-in process, or processing a payment accurately all contribute to how women experience care.

You understand that operational excellence and hospitality are not separate from medicine - they are part of it.

Experience & Qualifications

We care deeply about professionalism, mindset, execution, and values alignment.

Required

Strong written and verbal communication skills

Exceptional attention to detail and follow-through

Comfort using structured systems and processes

Ability to stay calm and organized under pressure

Strong computer and technology skills

Commitment to privacy and professionalism

Experience That Translates Well

Concierge, hospitality, or guest experience environments

Luxury service, boutique retail, wellness, or client experience roles

Executive assistant or high-touch administrative support roles

Roles requiring discretion, warmth, polish, and exceptional follow-through

Experience supporting emotionally sensitive or high-trust client interactions

Helpful but Not Required

Women’s health or specialty clinic experience

Payment processing or financial coordination experience

Why Join Milestone

Help build a new standard in menopause care

Work in a beautiful, purpose-built Centre

Be part of a thoughtful and mission-driven team

Help shape hospitality and patient experience standards from the beginning

Meaningfully impact how women experience care during an important stage of life

Grow alongside a Centre designed around excellence

Position Details

Position Type: Part-Time with a path to Full-Time, Permanent

Compensation: Aligned with experience and responsibilities

Expected Hours: Approximately 15-20 hours/week to start, with the intention of growing into a full-time role as the Centre continues to expand

Schedule: Weekday availability required

Start Date: As soon as possible, with flexibility for the right candidate

Location: In person - Calgary, Alberta

Benefits

Health Spending Account

On-site parking

How to Apply

Please submit:

Resume

Brief cover letter

Response to the following question:

Application Question

Women arrive at Milestone with different needs, personalities, emotions, and expectations.

Imagine it is a busy morning at the Centre. One woman has arrived early and is visibly anxious. Another has been waiting longer than expected and is becoming frustrated. The phone is ringing, a provider is running behind, and a third woman is ready to check out and needs clear next steps before she leaves.

There is no perfect answer and we are not looking for a medical response. Walk us through how you would steady the experience in that moment.

Who do you support first, what do you say, what do you do quietly behind the scenes, and how do you keep the bigger picture in mind for every woman in the Centre?

Please email applications to: [email protected]

Subject line:

Women’s Care Concierge Application

Milestone Menopause Centre is committed to building a respectful and inclusive workplace and welcomes candidates with diverse experiences and backgrounds. We hire based on professionalism, capability, values alignment, and effort.

We are genuinely grateful to all candidates who take the time to apply. Due to the volume of applications, only those selected to move forward in the hiring process will be contacted.

Pay: $20.00-$22.50 per hour

Benefits:

- Extended health care
- On-site parking

Work Location: In person

📌 Women’s Care Concierge (Alyth/Bonnybrook)
🏢 Milestone - Menopause Centre of Southern Alberta
📍 Alyth/Bonnybrook