About W Beauty Medical Spa

W Beauty Medical Spa is a premium medical aesthetics clinic in West Edmonton offering injectables, laser treatments, hair restoration, skin health, and results-driven treatment programs.

We are seeking a polished, organized, and proactive Receptionist / Patient Experience Coordinator to manage front desk operations and help create an exceptional patient experience from first inquiry through checkout and follow-up.

This is more than a basic receptionist role. The right person will help keep the clinic organized, support scheduling and patient communication, assist with skincare sales, and take ownership of the day-to-day flow of the front office.

Key Responsibilities

Patient Experience & Front Desk

- Welcome, check in, and check out patients in a warm and professional manner
- Answer phone calls, emails, texts, and online inquiries
- Provide approved information regarding services, pricing, policies, and booking
- Maintain a clean, organized, and professional reception area
- Handle patient concerns appropriately and maintain confidentiality

Scheduling & Follow-Up

- Book, confirm, reschedule, and coordinate appointments
- Manage provider schedules, waitlists, cancellations, and treatment series
- Proactively help fill schedule openings
- Follow up with new inquiries, missed appointments, incomplete forms, and other administrative needs
- Help reduce no-shows through reminders and follow-up
- Route clinical questions to the appropriate provider

Payments, Retail & Office Support

- Process payments, deposits, packages, memberships, and approved refunds




- Explain clinic policies relating to payments, cancellations, packages, and memberships
- Support skincare product sales and checkout
- Assist with retail displays and inventory
- Maintain patient accounts and basic EMR administration
- Assist with filing, scanning, printing, data entry, inventory counts, deliveries, supplies, and other miscellaneous office duties
- Provide general administrative support to management and clinic staff

Opening, Closing & Clinic Operations

- Complete daily clinic opening and closing procedures
- Prepare reception, payment systems, phones, and common areas for the day
- Assist with end-of-day payment and administrative procedures
- Ensure the clinic is organized, secured, and ready for the following day
- Assist with promotions, events, room turnover, laundry, supplies, and general clinic flow when required

What We're Looking For

The ideal candidate is:

- Warm, polished, and professional
- Highly organized and detail-oriented
- Comfortable communicating by phone, email, text, and in person
- Calm and efficient in a fast-paced environment
- Comfortable discussing pricing, payments, and clinic policies
- Comfortable supporting skincare and retail sales




- Proactive with scheduling, follow-up, and patient communication
- Reliable, punctual, and accountable
- Willing to help wherever needed to keep the clinic running smoothly
- Interested in medical aesthetics, skincare, wellness, and patient experience

Experience in medical or dental reception, medical aesthetics, spa, hospitality, luxury retail, beauty, wellness, or customer service is an asset.

Experience with booking systems, EMRs, payment terminals, or retail skincare is also an asset.

Compensation & Benefits

- $18–24/hour, depending on experience
- Participation in a clinic-wide skincare sales bonus program
- Staff skincare and treatment benefits according to clinic policy
- Training on clinic services, systems, and skincare products

Growth Opportunity

We want strong team members to grow with the clinic.

Employees who demonstrate reliability, initiative, leadership, and solid patient service may have opportunities to take on additional responsibility in scheduling, patient retention, retail programs, staff training, events, or clinic operations.

Potential advancement opportunities may include:

- Lead Receptionist
- Patient Experience Lead
- Sales or Clinic Operations Coordinator
- Assistant Clinic Manager
- Clinic Manager

Pay: $18.00-$24.00 per hour

Expected hours: 16.0 – 40.0 per week

Benefits:

- On-site parking

Experience:

- Customer service: 2 years (preferred)
- Administrative: 1 year (preferred)

Language:

- English (required)

Work Location: In person

📌 Receptionist (West Edmonton)
🏢 W Beauty Medical
📍 West Edmonton