Lead Reception Flow Coordinator

Are you passionate about helping people live their healthiest lives? Do you thrive in a dynamic, supportive environment where your contributions truly matter? If so, Medcan is the place for you! This job is for a current vacancy. Medcan is recruiting for a Lead Reception and Flow Coordinator at our Collingwood location. This role is ideal for a highly organized, service-oriented professional who thrives in a fast-paced environment and is passionate about delivering exceptional client experiences.

As the face of the clinic, the Lead Reception and Flow Coordinator is responsible for overseeing front desk operations, coordinating patient flow, supporting day-to-day clinic activities, and ensuring the highest standards of client service are consistently achieved. This role serves as a key operational partner at the site, working closely with the Director and clinic team to optimize client flow, support business growth initiatives, drive retail opportunities, and maintain efficient clinic operations.

This position is stationed at Medcan’s Collingwood location – Collingwood: 40 Huron Street, Unit #202.
What You’ll Do   Welcome and greet clients, guide them throughout their visit, and check clients in and out of appointments.
Provide exceptional, personalized customer service and create memorable client experiences.
Coordinate and monitor patient flow to ensure appointments run efficiently and service standards are maintained.
Manage wait times proactively and keep clients informed regarding appointment schedules.
Process payments for appointments, products, and services accurately.
Coordinate with practitioners and clinic staff to ensure clients receive maximum value during their visit.
Escort clients and patients to and from treatment rooms and waiting areas as required.
Make appointment reminder calls and assist with scheduling support.
Maintain client lounge areas, including refreshments and overall presentation.
Address client inquiries, concerns, and service recovery situations in a professional and timely manner.
Support administrative and physician-related activities as required.
Complete opening and closing procedures, including preparation for the following day.
Ensure compliance with Medcan service standards, policies, and performance metrics.
Leadership & Operational Responsibilities   Own the day-to-day front desk operations and ensure consistency in service delivery standards.
Oversee clinic flow and client throughput to optimize efficiency, provider utilization, and overall client experience.
Monitor and maintain accountability for key operational metrics, including wait times, client satisfaction, retail performance, and clinic throughput.
Partner with the Director to support local business growth initiatives and operational priorities.
Collaborate with the clinic team to identify and maximize retail sales opportunities and enhance the client experience.
Support scheduling optimization to improve client access and provider productivity.
Manage inventory ordering, procurement, and stock levels to ensure clinic readiness and minimize shortages.
Provide administrative support to the Director as needed to support smooth site operations.
Act as the on-site operational lead in the absence of the Director and Physician Lead, supporting decision-making and ensuring continuity of operations.
Resolve operational challenges and escalates issues appropriately while maintaining a positive client experience.
Foster strong working relationships across clinical and administrative teams to support integrated service delivery.
The Requirements   Full availability for weekday, Saturday, and Sunday shifts.
Minimum 2 years of experience in a reception, client service, healthcare, hospitality, or clinic operations environment.
Previous experience in a lead, senior, supervisory, or coordinator capacity is considered a strong asset.
Four-star hotel, luxury spa, private healthcare, or premium service experience is an asset.
Strong understanding of client service excellence and experience management.
Demonstrated ability to coordinate multiple priorities in a fast-paced environment.
Exceptional verbal and written communication skills.
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