Office Administrator Medical jobs in Guelph, ON

Position Summary

We are seeking a reliable, organized, and patient-focused Traditional Chinese Medicine (TCM) Clinic Assistant to support the daily operations of our clinic.

The successful candidate will be responsible for a combination of front-desk administration, patient service, treatment-room support, herbal medicine dispensing, and general clinic maintenance. The position requires excellent communication and organizational skills, attention to detail, professionalism, and the ability to work comfortably in a clinical environment.

Experience with medical clinic is an asset, but training will be provided for qualified candidates.

Key Responsibilities1. Front Desk & Administrative Duties

• Greet patients and provide professional and courteous customer service.
• Schedule, confirm, reschedule, and cancel patient appointments.
• Answer and respond to telephone calls, emails, and text messages.
• Process patient payments and issue receipts.
• Maintain accurate patient appointment and administrative records.
• Handle basic billing and administrative tasks.
• Respond to general patient inquiries regarding appointments, clinic procedures, and services.
• Maintain an organized and professional reception area.
• Assist with other routine administrative duties as required.

2. Treatment Room & Patient Care Support

• Prepare treatment rooms before and between appointments.
• Assist practitioners with routine clinic procedures as directed.
• Remove acupuncture needles after treatment, following clinic protocols and appropriate training.
• Dispose of used needles and other clinical waste safely and appropriately.
• Clean and disinfect treatment beds, surfaces, and equipment between patients.
• Ensure treatment rooms are properly stocked with necessary supplies.
• Maintain a clean, safe, and comfortable environment for patients.

3. Herbal Medicine Duties

• Prepare and dispense Chinese herbal medicines according to the practitioner's instructions.
• Accurately measure, package, label, and organize herbal products.
• Provide patients with basic instructions regarding the use of their dispensed herbal medicine as directed by the practitioner.
• Maintain accurate herbal medicine records.
• Monitor herbal medicine inventory and notify management when supplies are running low.
• Keep the herbal medicine preparation and storage areas clean and organized.

4. General Clinic Maintenance

• Perform routine cleaning of the clinic, including reception areas, treatment rooms, floors, washrooms, and other common areas.
• Launder and organize treatment linens as required.
• Restock office, treatment-room, and cleaning supplies.
• Maintain a clean, sanitary, organized, and professional clinic environment.
• Follow clinic infection-control, sanitation, and workplace safety procedures.

Qualifications & Skills

• Previous experience in a medical, healthcare, wellness, TCM, acupuncture, or similar clinical setting is an asset.
• TCM knowledge or experience is an asset.
• Ability to communicate professionally and courteously with patients.
• Strong organizational skills and attention to detail.
• Reliable, punctual, and responsible.
• Ability to multitask and work efficiently in a busy clinic environment.
• Comfortable handling computers, scheduling software, email, text messaging, and payment systems.
• Good verbal and written English communication skills.
• Ability to maintain patient confidentiality and handle personal health information appropriately.
• Ability to follow instructions and established clinic protocols carefully.
• Comfortable performing routine cleaning and physical clinic-support duties.

Physical Requirements

• Ability to stand and walk for extended periods during the workday.
• Ability to bend, reach, and perform routine cleaning and treatment-room preparation.
• Ability to safely handle clinic supplies and herbal medicine containers.
• Ability to perform repetitive tasks associated with cleaning, stocking, and clinic operations.

Personal Attributes

The ideal candidate is:

• Professional and respectful toward patients and colleagues.
• Detail-oriented and careful, particularly when handling patient information and herbal medicine.
• Dependable and punctual.
• Clean, organized, and conscientious.
• Patient and empathetic when interacting with patients.
• Able to work independently while also functioning effectively as part of a small clinic team.
• Willing to learn TCM-related clinic procedures and follow established protocols.

Training

Training will be provided for clinic-specific procedures, including treatment-room preparation, acupuncture needle removal, herbal medicine dispensing procedures, clinic software, infection-control procedures, and other duties as required.

Please note: All patient-care-related duties must be performed only after appropriate training and in accordance with applicable professional, infection-control, workplace-safety, and clinic protocols.

Pay: $20.00-$25.00 per hour

Benefits:

• On-site parking

Work Location: In person