Doctor Office jobs in Calgary, AB

Medical Office Administrator / Front Desk Coordinator

Divergent Healthcare & Refirm | Calgary, Alberta

Compensation: $20–$35 per hour, based on experience and demonstrated capabilities

Position: On-site | Contract | Benefits available | Opportunity for advancement

Are You an Exceptional Medical Office Administrator Who Thrives in a Busy, People-Focused Environment?

Divergent Healthcare and Refirm are seeking an experienced, highly organized, outgoing, and technologically proficient Medical Office Administrator to join our growing team.

This is not an entry-level receptionist position.

We are looking for an individual who genuinely enjoys interacting with people, thrives in a fast-paced environment, thinks critically, and takes pride in delivering an exceptional patient and client experience.

The ideal candidate combines the warmth and confidence of an outstanding customer service professional with the speed, precision, and organizational abilities of an experienced medical office administrator.

You must be comfortable managing multiple priorities, communicating with patients throughout the day, handling detailed administrative work, and using modern technology, including AI-powered productivity tools, to work efficiently.

A minimum of 2 years of relevant medical office administration experience is required, with 3 or more years strongly preferred.

About Our Clinics

Divergent Healthcare is an established, medically directed multidisciplinary clinic in Calgary specializing in pain management, injury rehabilitation, and comprehensive healthcare.

Our large, modern clinical facility brings together a diverse team of healthcare professionals, including:

• Medical doctors
• Chiropractors
• Physiotherapists, including pelvic floor physiotherapists
• Registered nurses
• Registered massage therapists
• Manual osteopathic practitioners
• Exercise physiologists and rehabilitation professionals
• Acupuncturists
• Other healthcare and wellness professionals

Our sister clinic, Refirm, specializes in advanced medical aesthetic, facial, and body treatments.

Together, our clinics provide a dynamic working environment serving two distinct patient and client populations.

At Divergent Healthcare, you will interact with patients managing injuries, chronic pain, and complex health concerns, where empathy, reassurance, and professionalism are essential.

At Refirm, you will work with clients seeking premium aesthetic and wellness services, where personalized attention, relationship-building, professionalism, and an elevated customer experience are expected.

This diversity is what makes the position exciting. No two days are exactly alike.

What Makes This Position Different?

You will be one of the first people patients and clients interact with and an important part of how they perceive our clinics.

We believe the front desk is more than an administrative department. It is a critical part of the patient experience, clinic operations, and business growth.

We want someone who naturally enjoys conversations, makes people feel welcome, remembers details, develops relationships, and takes ownership of helping patients and clients have an excellent experience.

At the same time, this position requires exceptional administrative discipline, attention to detail, efficiency, and the ability to manage a high volume of tasks without becoming overwhelmed.

Key Responsibilities

Patient & Client Experience

• Create a welcoming, professional, and positive experience for every patient and client.
• Confidently manage a high volume of telephone calls, emails, inquiries, and in-person interactions.
• Build genuine relationships with patients and clients, making them feel recognized, comfortable, and valued.
• Communicate empathetically with patients experiencing pain, injury, or health-related concerns.
• Deliver a polished, attentive customer experience for our medical aesthetic and wellness clientele.
• Professionally handle questions, concerns, scheduling challenges, and service-related issues.

Medical Office Administration & Organization

• Manage patient scheduling, appointments, cancellations, and follow-up bookings.
• Maintain accurate patient records, administrative documentation, and clinic communications.
• Coordinate schedules and communication across multiple healthcare practitioners.
• Process administrative transactions, invoices, and related documentation.
• Manage detailed, repetitive administrative responsibilities accurately and efficiently.
• Organize daily priorities, monitor outstanding tasks, and ensure important matters are followed through to completion.
• Maintain efficiency and accuracy during periods of high patient volume and frequent interruptions.
• Work collaboratively with other administrative team members and healthcare practitioners.

Lead Management, Communication & Business Development

• Respond promptly and professionally to new patient and client inquiries.
• Understand patient and client needs, clearly explain available services, and guide them toward appropriate consultations.
• Confidently convert qualified inquiries into booked appointments through excellent communication, education, and follow-up.
• Manage incoming leads from telephone calls, websites, marketing campaigns, and other channels.
• Follow up with prospective patients and clients who have expressed interest but have not yet booked.
• Identify opportunities to improve appointment conversion, patient retention, and overall customer satisfaction.
• Demonstrate commercial awareness while maintaining ethical, patient-centred communication.
• Take initiative to resolve problems and identify practical solutions that benefit both the patient and the clinic.

Technology, AI & Administrative Efficiency

• Demonstrate strong computer literacy, fast and accurate typing, and proficiency with digital office systems.
• Use AI tools such as ChatGPT or comparable platforms to assist with professional email drafting, administrative reports, summaries, and workflow efficiency.
• Use AI responsibly and in accordance with clinic privacy, confidentiality, and data security policies.
• Work confidently with electronic medical records, scheduling platforms, spreadsheets, and administrative software.
• Adapt quickly to new technologies, procedures, and operational systems.
• Identify ways to improve administrative efficiency through technology and better processes.

Required Qualifications

We are looking for applicants who meet the following criteria:

• Minimum 2 years of experience in a medical office, healthcare clinic, or comparable clinical administrative environment.
• Three or more years of medical office administration experience is strongly preferred.
• Strong verbal and written English communication skills.
• Excellent interpersonal skills and genuine enthusiasm for interacting with people.
• Demonstrated experience managing busy reception environments and multiple competing priorities.
• Strong administrative organization, attention to detail, and follow-through.
• Fast, accurate typing and excellent computer proficiency.
• Practical experience using AI tools for administrative productivity, including drafting emails, preparing summaries, or organizing information.
• Experience handling telephone inquiries, booking consultations, and converting prospective clients into appointments.
• Professional presentation and a polished, approachable communication style.
• Strong problem-solving abilities, independent judgment, and initiative.
• Ability to remain calm, efficient, and courteous in a demanding clinical environment.
• Comfort performing repetitive, detail-oriented administrative tasks.

Highly Preferred Experience

• Experience working in a multidisciplinary pain clinic, rehabilitation clinic, medical office, or specialty healthcare environment.
• Familiarity with Jane App or similar electronic medical record and scheduling systems.
• Experience with insurance billing, invoicing, and healthcare administrative procedures.
• Experience working in medical aesthetics, wellness, or premium client service environments.
• Lead management, consultation booking, or customer relationship management experience.
• Experience coordinating multiple practitioners, treatment schedules, or clinic departments.
• Demonstrated interest in administrative leadership, workflow improvement, and team development.

The Personality & Work Style We Value

You will likely thrive in this position if:

• You genuinely enjoy talking to people and find patient and client interaction rewarding.
• You are naturally friendly, confident, personable, and approachable.
• You enjoy a busy environment where the day moves quickly.
• You can switch between telephone calls, patient interactions, scheduling, and detailed administrative tasks without losing focus.
• You take pride in being organized, efficient, and dependable.
• You are proactive rather than waiting to be told what to do.
• You think critically and look for solutions when challenges arise.
• You are comfortable taking responsibility and being accountable for your work.
• You enjoy learning new technology and finding better ways to complete tasks.
• You want to contribute to the success and growth of the business.

This position may not be the right fit if you prefer a quiet reception environment, limited interaction with people, minimal administrative responsibility, or a slow-paced workday.

We value both exceptional interpersonal skills and exceptional administrative performance. Success in this position requires both.

Compensation, Benefits & Career Growth

• $20–$35 per hour, depending on relevant experience, capabilities, and responsibilities.
• Independent contractor arrangement, subject to the final service agreement.
• Benefits options available.
• Opportunity to work within two established, complementary healthcare and aesthetics businesses.
• Exposure to a diverse multidisciplinary healthcare team.
• Opportunities for professional development and increased responsibility.
• Potential advancement into senior administration, team leadership, or administrative management roles based on demonstrated performance, initiative, and organizational needs.

We are looking for someone interested in becoming a valuable, long-term contributor to our organization.

Location

Divergent Healthcare & Refirm

8835 Macleod Trail SW, Unit 240

Calgary, Alberta

On-site position.

How to Apply

Please submit your resume through Indeed.

We are particularly interested in candidates who can demonstrate experience in medical administration, patient communication, lead conversion, multitasking, and the practical use of AI productivity tools.

If you are an experienced medical office administrator who loves working with people, enjoys a fast-paced environment, and wants to build a meaningful career within a growing healthcare organization, we encourage you to apply.

Pay: $20.00-$35.00 per hour

Expected hours: 40.0 per week

Benefits:

• Extended health care
• On-site parking
• Vision care

Application question(s):

• Do you have practical experience using AI tools such as ChatGPT to prepare emails, reports, summaries, or other administrative documents?
• Have you worked in a high-volume medical office where you were responsible for phones, scheduling, patient inquiries, and administrative tasks simultaneously?
• Have you previously been responsible for converting incoming patient or client inquiries into booked consultations?
• Describe how you would handle three ringing phone lines, two patients waiting at reception, and a practitioner requesting immediate administrative assistance.
• Describe a situation where you successfully turned an uncertain or hesitant prospective patient into a booked consultation.
• What do you enjoy most about interacting with patients and clients throughout a busy workday?
• How many years of experience do you have working in a medical office, healthcare clinic, or multidisciplinary clinical setting?

Work Location: In person