Clinic Coordinator

Job Description

Job Description

About The Nest Clinic

The Nest Clinic is a multidisciplinary integrative wellness clinic in Gastown, Vancouver. Our team includes acupuncturists, naturopathic doctors, a chiropractor, fertility practitioners, and facial and lymphatic drainage providers, all working together under one roof. We care a lot about how patients feel from the moment they reach out to us, and the person in this role is a big part of that.

The role

We are looking for a Clinic Coordinator to keep the clinic running smoothly behind the scenes. You will handle billing and insurance, patient communication, scheduling and the day to day admin, and be the person our practitioners turn to for anything they need. When you are in clinic, you will also welcome patients and help them feel cared for. This role reports directly to the clinic owner, with training from our current operations team.

This is a part time, in clinic position, 20 hours a week to start at our Gastown location. Shift times will be confirmed once the right candidate is chosen.

What you'll do

Billing and insurance

• Handle all clinic billing, including direct billing to insurance providers
• Understand insurance coverage well and explain it clearly to patients
• Keep accounts receivable up to date and make sure every visit gets paid, following up on outstanding patient balances and insurance claims

Patient communication

• Answer clinic emails and phones, and keep in regular contact with patients so nothing sits waiting for a reply
• Onboard new patients: intake forms, first visit information and getting them set up in Jane
• Help patients rebook, and uphold our cancellation policy kindly and consistently
• Coordinate lab kits, test orders and results with our naturopathic doctors

Scheduling

• Manage practitioner schedules and room bookings in Jane, and oversee clinic coverage
• Handle schedule changes, make-up days and rescheduling patients
• Keep our online booking menu and clinic information current

Supporting our practitioners

• Be the go-to person for practitioners when they need something
• Stay on top of the little details for each practitioner: schedule changes, make-up days, patient follow ups
• Make our practitioners feel heard, understood and valued
• Prepare practitioner contracts, and onboard new practitioners and get them settled

Treatments, packages and retail

• Know our treatments and packages inside and out, and explain them to patients so they can choose what is right for them
• Understand our skincare lines, make product suggestions and ring up retail orders
• Help keep the retail shelves stocked and looking beautiful

In clinic

• Welcome patients as they arrive, check them out and help them feel cared for
• Keep the clinic organized and the space looking its best during your shifts
• Handle shipping on the days you are in clinic

What we're looking for

You'll be a great fit if you have

• 2+ years of admin, billing or operations experience, ideally in a clinic or wellness setting
• Experience with insurance billing and direct billing in BC especially with Janeapp
• A warm, welcoming presence with patients, in person, on the phone and in writing
• Strong organization and an eye for detail, with the confidence to hold policies like cancellations kindly but firmly
• Comfort recommending treatments, packages and products in a way that feels helpful, not pushy
• Confidence with booking and understanding Janeapp

Bonus if you have

• 2+ years experience with Jane App
• Skincare or esthetics knowledge
• Familiarity with naturopathic, acupuncture or TCM practices
• Social media experience, like creating posts and stories
• Experience with lab coordination (LifeLabs or specialty labs)

Details

• Hours: Part time, 20 hours a week to start
• Schedule: 3 in person shifts per week plus two extra hours of virtual admin per week
• Location: In clinic, 55 Water St, Suite 300, Vancouver (Gastown)
• Reports to: Clinic owner
• Start date: Jan 2 2027
• Compensation: $23-$26/hour depending on experience