Medical Office Assistant jobs in West Kelowna, BC

Clinic Administrator – Patient Experience & Operations

Bailey Health | Kelowna, BC

Pay: From $26.00 per hour
Location: Kelowna, BC – In person
Date Posted: September 18, 2026

Join a Team That's Redefining Healthcare

At Bailey Health, we believe exceptional healthcare begins with an exceptional patient experience.

We're not your average medical clinic. We are a growing, multidisciplinary private healthcare organization dedicated to preventative medicine, personalized care, and innovative treatment options.

Across our four brands—Bailey Health, DexaCan, Gentle Procedures Kelowna, and Precision Clinic Kelowna—we provide a wide range of healthcare services, including:

• Comprehensive preventative and executive health assessments
• Integrative oncology support
• IV nutrient therapy
• Men's and women's health and wellness
• Hormone optimization
• Diagnostic screening and body composition assessments
• Minor surgical procedures, including vasectomies and circumcisions

As our organization continues to grow, we are looking for an experienced, highly organized, and motivated Clinic Administrator to join our team.

This is an important role within our clinic, primarily supporting the Director of Patient Care, our healthcare providers, and the administrative coordination of daily clinic operations.

We're looking for someone who takes ownership of their responsibilities, anticipates needs, solves problems independently, and genuinely enjoys helping people.

The Role

As our Clinic Administrator, you will help ensure that our patients receive a seamless, professional, and welcoming experience from their first inquiry through their ongoing care.

You will be responsible for coordinating appointments, managing patient communications, maintaining accurate electronic medical records, processing payments, supporting membership administration, and assisting with the many moving parts of a busy multidisciplinary healthcare clinic.

This position requires more than traditional reception skills. The successful candidate must be comfortable managing competing priorities, working independently, learning new systems, and supporting a high standard of patient service.

Key Responsibilities

Patient Experience & Communication

• Serve as a welcoming, professional, and knowledgeable first point of contact for patients.
• Respond to telephone calls, emails, and patient inquiries promptly and professionally.
• Clearly explain clinic services, appointment processes, membership options, and administrative policies.
• Assist new patients with registration, onboarding, appointment preparation, and general questions.
• Handle sensitive conversations, patient concerns, and service-related issues with professionalism, empathy, and discretion.
• Provide a consistent, high-quality patient experience across all clinic brands.

Scheduling & Care Coordination

• Manage complex appointment scheduling for multiple healthcare providers, services, and clinic locations.
• Coordinate consultations, diagnostic testing, follow-up appointments, and treatment schedules.
• Prepare appointment confirmations, reminders, instructions, and related patient communications.
• Assist with coordinating external referrals, diagnostic bookings, and requests for medical records.
• Monitor outstanding administrative tasks and ensure timely follow-up.

Clinical Administration & EMR Management

• Maintain accurate and confidential electronic medical records.
• Upload, organize, and process clinical documents, referrals, requisitions, and correspondence.
• Ensure patient demographic information, consent forms, and administrative records remain current.
• Support healthcare providers and clinical leadership with documentation and administrative requests.
• Maintain organized electronic filing systems and efficient administrative workflows.

Billing, Memberships & Administrative Operations

• Process patient payments, issue receipts, and manage billing-related inquiries.
• Assist with annual membership onboarding, renewals, payment arrangements, and associated documentation.
• Confidently communicate the value and structure of clinic services and membership programs.
• Support the Director of Patient Care with administrative projects, process improvements, and daily operational priorities.
• Help identify opportunities to improve efficiency, communication, and the overall patient experience.
• Provide general administrative support across our growing healthcare organization.

Required Skills & Qualifications

We are looking for an individual who brings a strong combination of administrative experience, technical proficiency, professionalism, and exceptional interpersonal skills.

Experience & Technical Skills

• Minimum 3 years of professional administrative experience, preferably in a medical clinic or healthcare environment.
• Strong computer literacy, including proficiency with email, digital scheduling systems, electronic documents, and Microsoft Office applications.
• Experience with electronic medical records (EMR) or comparable patient management systems.
• Strong data entry skills with exceptional accuracy and attention to detail.
• Ability to learn new software, technology platforms, and administrative processes quickly.
• Experience coordinating complex schedules, managing multiple calendars, and organizing competing priorities.

Communication & Patient Service

• Exceptional written and verbal communication skills, including professional telephone and email etiquette.
• A warm, confident, and patient-focused approach to customer service.
• Ability to explain information clearly and professionally to patients with varying needs and levels of understanding.
• Confidence handling difficult conversations, resolving concerns, and maintaining professionalism under pressure.
• Strong interpersonal skills and the ability to build positive working relationships with patients, healthcare providers, and colleagues.

Organization, Initiative & Problem-Solving

• Excellent time management, organizational, and multitasking abilities.
• Ability to prioritize effectively in a busy environment with frequent interruptions.
• Strong critical-thinking and problem-solving skills, with the confidence to take initiative.
• Ability to work independently, anticipate needs, and follow tasks through to completion.
• High level of accountability, reliability, and personal ownership.
• Strong attention to detail without losing sight of the bigger picture.
• Adaptability and a positive attitude toward changing priorities and evolving workflows.

Professionalism & Confidentiality

• A high standard of professionalism, discretion, and integrity.
• Demonstrated ability to maintain patient confidentiality and handle sensitive healthcare information appropriately.
• A collaborative, respectful approach to teamwork.
• A genuine commitment to delivering excellent patient care and service.

Preferred Qualifications – Strong Assets

The following qualifications are particularly valuable but are not mandatory:

• Previous experience as a Medical Office Assistant (MOA), Medical Receptionist, Clinic Administrator, or Healthcare Coordinator.
• Familiarity with InputHealth / TELUS Collaborative Health Record (CHR).
• Experience in private healthcare, preventative medicine, wellness, or multidisciplinary clinical settings.
• Experience coordinating medical referrals, diagnostic imaging, laboratory testing, and specialist appointments.
• Experience with patient billing, payment processing, membership administration, or subscription-based services.
• Previous experience in sales, relationship management, patient onboarding, or client retention.
• Experience supporting senior leadership or coordinating administrative operations for multiple providers.

Who Will Thrive in This Role?

You'll likely be a great fit if you:

• Enjoy a busy workday where no two days are exactly alike.
• Are naturally organized and like keeping things running smoothly.
• Take initiative rather than waiting to be told what needs to be done.
• Can confidently switch between patient interactions, telephone calls, scheduling, and administrative responsibilities.
• Are comfortable taking responsibility, making sound decisions, and asking questions when appropriate.
• Understand that the smallest details can make a significant difference in a patient's experience.
• Enjoy being part of a growing business and are excited to contribute ideas and improvements.
• Take pride in your work and genuinely care about the people you support.

Why Join Bailey Health?

Bailey Health operates within a private-pay healthcare model, allowing us to focus on personalized care, meaningful patient relationships, and a higher level of service.

What we offer:

• A professional, welcoming, and patient-focused workplace.
• The opportunity to work alongside a multidisciplinary team of healthcare professionals.
• A meaningful role in an innovative and growing healthcare organization.
• Opportunities for professional development, ongoing learning, and expanding responsibilities.
• Supportive leadership that values initiative, accountability, and teamwork.
• The opportunity to make a genuine difference in patients' healthcare experiences.

Employee Benefits

• Extended health care
• Dental care
• Vision care
• Paid time off
• On-site parking

How to Apply

If you are an experienced administrator who enjoys working with people, thrives in a dynamic environment, and takes pride in providing exceptional service, we would love to hear from you.

Please submit your resume through Indeed, highlighting your relevant administrative experience, healthcare background, and technical skills.

We appreciate the interest of all applicants. Candidates selected for further consideration will be contacted.

Join Bailey Health and help us deliver a more personalized, proactive approach to healthcare.

Job Type: Full-time

Pay: From $26.00 per hour

Benefits:

• Dental care
• Extended health care
• Paid time off
• Vision care

Work Location: In person