Clinic 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.

The Role:

Medcan is recruiting for a full-time permanent Receptionist/Clinic Flow Coordinator to join our Refine Team (Dermatology Clinic). This position requires high energy and enthusiasm exceptional organizational skills precision appreciation for detail and a passion for delivering an outstanding client experience.

The Clinic Operations Coordinator serves as a central hub within the clinic responsible for managing client flow front desk operations operational support activities inventory coordination and retail sales support. The role ensures a seamless client journey while supporting clinical staff aestheticians skin consultants and physicians to maximize operational efficiency and service excellence.

This is a full-time position that requires regular on-site presence and flexibility to support clinic operations during business hours (Monday through Saturday).

Client Experience & Reception

• Act as the first point of contact for clients and create a warm welcoming experience.
• Manage client check-in and check-out processes ensuring appointments invoices and charges are completed accurately.
• Offer hospitality services including beverages coat storage and coordination of additional Medcan appointments.
• Schedule appointments and coordinate follow-up bookings.
• Process payments for medical aesthetic and retail purchases.
• Ensure all required consent forms and client documentation are completed accurately.
• Respond promptly and professionally to client inquiries via phone email and in person.
• Resolve client concerns and service issues while maintaining a premium client experience.

Clinic Flow Coordination

• Monitor and facilitate client flow throughout the clinic including scheduled appointments urgent requests same-day additions and provider schedule changes.
• Coordinate with physicians nursing staff aestheticians and skin consultants to ensure appointments run efficiently and clients are seen in a timely manner.
• Manage provider schedules to maximize utilization and support clinic productivity.
• Proactively identify scheduling challenges and implement solutions to minimize delays or disruptions.
• Support daily clinic operations by communicating real-time updates to the clinical team.

Retail & Sales Support

• Support retail sales initiatives by promoting product awareness and assisting clients with product purchases.
• Assist aestheticians and skin consultants with sales-related activities and operational follow-up.
• Process retail transactions and ensure accurate inventory allocation.
• Package and prepare e-commerce and retail orders for shipment.
• Ensure retail displays remain organized well-stocked and presentation-ready.
• Support clinic promotions events and retail campaigns.

Inventory & Operational Support

• Monitor and replenish clinic treatment room and reception supplies.
• Maintain inventory levels of retail products and operational supplies.
• Receive unpack and organize inventory shipments.
• Complete stock counts and inventory reconciliation activities as required.
• Coordinate internal transfers of products and supplies between locations.
• Identify inventory shortages and escalate replenishment needs proactively.

Administrative Support

• Provide administrative support to physicians nursing staff aestheticians skin consultants and clinic leadership.
• Manage client communications appointment changes and operational follow-up activities.
• Support reporting data entry filing and documentation requirements.
• Assist with clinic opening and closing procedures including next-day preparation.
• Respond to internal staff requests and inquiries in a timely manner.
• Support special projects and operational initiatives as assigned.

Team & Operational Excellence

• Foster strong working relationships across all clinic departments.
• Contribute to a collaborative positive and service-driven environment.
• Demonstrate professionalism adaptability and sound judgment in a fast-paced setting.
• Continuously identify opportunities to improve client experience and operational efficiency.

What Youll Need:

• 2-4 years of experience in a healthcare medical aesthetics hospitality retail or client service environment.
• Dermatology cosmetic clinic medical spa or healthcare experience is considered an asset.
• Four-star hotel luxury retail or hospitality experience is considered an asset.
• Education in health business administration hospitality or a related discipline is preferred.
• Strong organizational and time management skills with the ability to manage competing priorities.
• Excellent verbal and written communication skills.
• Strong problem-solving skills and ability to remain calm under pressure.
• Strong customer service orientation and commitment to delivering exceptional client experiences.
• Experience handling payments scheduling systems and administrative coordination.
• Experience with inventory management and retail operations is an asset.
• Intermediate proficiency in Microsoft Office applications.
• Ability to work collaboratively within a multidisciplinary team.
• Ability to stand and walk for extended periods during shifts.
• Experience supporting sales activities and promoting retail products is an asset.

Position Pay Range

Pay will be determined based on an analysis of the selected candidates experience and qualifications within the roles compensation grade. Medcans compensation ranges are determined by a combination of required qualifications and skills market value and internal equity. The above range pertains solely to the base compensation and is not inclusive of additional compensation details such as perks benefits and potential bonuses or incentives.

Notice to Candidates: Recruitment Fraud

Please note that Medcan will never request any form of paymentfrom candidates at any stage of the recruitment or hiring addition Medcan does not utilize third-party immigration consultants or recruitment agents to conduct offers of employment on our behalf. Employment contracts are shared directly by members of the Medcan Talent Acquisition or Human Resources team using official Medcan email domains.

If you receive a request for payment or are contacted by an individual or organization claiming to represent Medcan that appears suspicious please do not respond or share personal information. Instead we encourage you to contact us directly at to verify the legitimacy of the communication.

Diversity Equity and Accessibility:

Medcan is dedicated to equity diversity and inclusion. We strive to ensure all stakeholders have a fair opportunity to participate in our community. If contacted for an opportunity please advise your Talent Acquisition contact should you require accommodation.

AI Use Disclosure Opportunities at Medcan

Medcan uses artificial intelligence (AI) tools to support the screening and assessment of applicants for opportunities as part of a fair transparent and inclusive process. These tools assist our team but do not make final decisions. All decisions are reviewed and made by our teams to ensure fairness and alignment with Medcans values. If you have questions about how your application is assessed please contact the Medcan Talent Acquisition team at .