Medical Office jobs in East Sooke, BC

Overview

Maijer & Associates is an orthodontic practice in the Victoria, BC area, focused on airway, breathing, and growth-modification treatment (interceptive orthodontics) in children, and on bruxism, chronic pain, and sleep-disordered breathing in adults.

We are seeking an enthusiastic, empathetic, and results-driven Clinic Administrator & Patient Coordinator to serve as the face of our practice. In this role, you will guide new patients from their initial consultation through their treatment journey. This unique position requires a blend of strong administrative capability, clinical curiosity, and genuine empathy, as our patients and families are often navigating health concerns related to growth and development, sleep problems, pain, anxiety, and other complex health issues.

As a member of the team, you will combine front-desk and administrative responsibilities with patient coordination, and report directly to the orthodontist.

Responsibilities

• Serve as the primary point of contact for new patients, managing inquiries, scheduling, and recall systems with warmth and professionalism.
• Oversee daily administrative operations, including front-desk management, collections, and office systems.
• Maintain consistent, empathetic communication with patients via phone and email throughout their entire care journey.
• Walk patients and families through their treatment plan, fees, insurance coverage, and payment options in a way that's easy to understand.
• Translate topics like craniofacial growth and development, airway health, sleep-disordered breathing, and bruxism into simple, relatable language for patients and families (training provided; no prior clinical knowledge required).
• Engage in active listening to address patient concerns, especially from those managing pain or discomfort, and foster confidence in and commitment to treatment.
• Proactively follow up with pending patients, track case acceptance metrics, and maintain follow-up pipeline for prior treatment and post-treatment recall.
• Liaise between patients, families, and the orthodontist to ensure seamless care coordination.
• Ensure the integrity and accuracy of patient records and detailed follow-up documentation.
• Coordinate referrals and prepare professional clinical correspondence for a network of collaborating providers.
• Provide the orthodontist with practice performance updates on patient care outcomes.

Qualifications

• Minimum 2 years of experience as an office administrator or coordinator in a clinical or healthcare setting (medical, dental, physiotherapy, chiropractic, or similar allied health environment).
• Demonstrated experience working directly with patients navigating pain, chronic conditions, or health-related anxiety in a clinic setting.
• Strong administrative and organizational skills, with proficiency in practice management software and office systems. Knowledge of Jane is an asset but not required.
• A genuine, empathetic nature; you excel at listening and putting patients at ease, particularly when they are navigating pain or anxiety.
• A polished, welcoming, and professional manner in all interactions with patients, families, and referring partners.
• No prior dental or orthodontic experience required- full training provided.

This position offers a unique opportunity for a professional seeking a meaningful career beyond traditional administrative roles. You will play a vital part in transforming lives: facilitating healthy development and improved breathing in children, and helping adults achieve long-awaited relief from chronic pain and sleep-disordered breathing. If you are driven by making a profound clinical impact and wish to advance your career within a specialized, patient-centered practice, we invite you to connect with us.

Pay: $25.00-$28.00 per hour

Expected hours: 25.0 – 30.0 per week

Benefits:

• On-site parking
• Paid time off

Application question(s):

• In your cover letter, please answer the following:

What does patient-centered care mean to you?
Describe an interaction with a difficult or distressed patient, and how you handled it with empathy.
Note: Although it's tempting, please DO NOT use AI to write your answer. Answers written by AI will be filtered out and deprioritized.

Work Location: Hybrid remote in Victoria, BC V9B 2W3