Clinic Flow Coordinator

Medcan • Toronto, ON

1d • CA$47,831 - CA$65,767 • Onsite

About The Position

Medcan is recruiting for a full-time, permanent Receptionist/Clinic Flow Coordinator to join our Refine Team (Dermatology Clinic). This position requires high energy and enthusiasm, exceptional organizational skills, precision appreciation for detail, and a passion for delivering an outstanding client experience. The Clinic Operations Coordinator serves as a central hub within the clinic, responsible for managing client flow, front desk operations, operational support activities, inventory coordination, and retail sales support. The role ensures a seamless client journey while supporting clinical staff, aestheticians, skin consultants, and physicians to maximize operational efficiency and service excellence. This is a full-time position that requires regular on-site presence and flexibility to support clinic operations during business hours (Monday through Saturday).

Requirements

• 2-4 years of experience in a healthcare, medical aesthetics, hospitality, retail, or client service environment.
• Education in health, business, administration, hospitality, or a related discipline is preferred.
• Strong organizational and time management skills with the ability to manage competing priorities.
• Excellent verbal and written communication skills.
• Strong problem-solving skills and ability to remain calm under pressure.
• Strong customer service orientation and commitment to delivering exceptional client experiences.
• Experience handling payments, scheduling systems, and administrative coordination.
• Intermediate proficiency in Microsoft Office applications.
• Ability to work collaboratively within a multidisciplinary team.
• Ability to stand and walk for extended periods during shifts.

Nice To Haves

• Dermatology, cosmetic clinic, medical spa, or healthcare experience is considered an asset.
• Four-star hotel, luxury retail, or hospitality experience is considered an asset.
• Experience with inventory management and retail operations is an asset.
• Experience supporting sales activities and promoting retail products is an asset.

Responsibilities

• Act as the first point of contact for clients and create a warm, welcoming experience.
• Manage client check-in and check-out processes, ensuring appointments, invoices, and charges are completed accurately.
• Offer hospitality services including beverages, coat storage, and coordination of additional Medcan appointments.
• Schedule appointments and coordinate follow-up bookings.
• Process payments for medical, aesthetic, and retail purchases.
• Ensure all required consent forms and client documentation are completed accurately.
• Respond promptly and professionally to client inquiries via phone, email, and in person.
• Resolve client concerns and service issues while maintaining a premium client experience.
• Monitor and facilitate client flow throughout the clinic, including scheduled appointments, urgent requests, same-day additions, and provider schedule changes.
• Coordinate with physicians, nursing staff, aestheticians, and skin consultants to ensure appointments run efficiently and clients are seen in a timely manner.
• Manage provider schedules to maximize utilization and support clinic productivity.
• Proactively identify scheduling challenges and implement solutions to minimize delays or disruptions.
• Support daily clinic operations by communicating real-time updates to the clinical team.
• Support retail sales initiatives by promoting product awareness and assisting clients with product purchases.
• Assist aestheticians and skin consultants with sales-related activities and operational follow-up.
• Process retail transactions and ensure accurate inventory allocation.
• Package and prepare e-commerce and retail orders for shipment.
• Ensure retail displays remain organized, well-stocked, and presentation-ready.
• Support clinic promotions, events, and retail campaigns.
• Monitor and replenish clinic, treatment room, and reception supplies.
• Maintain inventory levels of retail products and operational supplies.
• Receive, unpack, and organize inventory shipments.
• Complete stock counts and inventory reconciliation activities as required.
• Coordinate internal transfers of products and supplies between locations.
• Identify inventory shortages and escalate replenishment needs proactively.
• Provide administrative support to physicians, nursing staff, aestheticians, skin consultants, and clinic leadership.
• Manage client communications, appointment changes, and operational follow-up activities.
• Support reporting, data entry, filing, and documentation requirements.
• Assist with clinic opening and closing procedures, including next-day preparation.
• Respond to internal staff requests and inquiries in a timely manner.
• Support special projects and operational initiatives as assigned.
• Foster strong working relationships across all clinic departments.
• Contribute to a collaborative, positive, and service-driven environment.
• Demonstrate professionalism, adaptability, and sound judgment in a fast-paced setting.
• Continuously identify opportunities to improve client experience and operational efficiency.

Benefits

• The above range pertains solely to the base compensation and is not inclusive of additional compensation details such as perks, benefits, and potential bonuses or incentives.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed