Client Care Coordinator & Clinic Administrator

Mississauga & Etobicoke, ON

Permanent, 4-Day Work Week (30 Hours/Week)

$23-$25 per Hour + Performance Bonus Opportunities

Hearing Fitness is a privately owned and operated hearing healthcare clinic serving the GTA for over 13 years. With two conveniently located clinics in Mississauga and Etobicoke, we are proud to provide personalized hearing care, hearing aid services, tinnitus management, earwax management, and ongoing patient support in a welcoming, patient-focused environment.

Healthcare experience is preferred, but we are also open to exceptional candidates from customer service, hospitality, banking, insurance, retirement living, and other service-oriented industries.

We're looking for a warm, organized, and dependable Patient Care Coordinator & Clinic Administrator to become an important part of our team.

This role is ideal for someone who enjoys helping people, takes pride in keeping things organized, and wants to work in a professional healthcare environment where they can make a meaningful difference in patients' lives. You will work closely with an experienced hearing healthcare professional and play a key role in creating an exceptional patient experience from the first phone call through ongoing patient care.

Schedule

• Permanent position
• 4 days per week
• 8:45 AM – 5:00 PM
• 45-minute unpaid lunch
• Approximately 30 hours per week
• Work between our Mississauga and Etobicoke clinics (located approximately 10 minutes apart)
• Wednesday preferred as the regular day off (flexible for the right candidate)
• No evenings or weekends

What You'll Be DoingPatient Care & Reception

• Welcome patients and visitors with professionalism, warmth, and exceptional customer service
• Answer incoming phone calls and respond to patient inquiries
• Schedule, confirm, and reschedule appointments
• Follow up with patients regarding appointments, hearing aid trials, and ongoing care
• Process payments and assist with financing applications

Clinic Administration

• Manage patient records and documentation using Blueprint Practice Management software
• Maintain accurate patient files and contact information
• Assist with invoicing and outstanding account follow-up
• Order office and clinic supplies as needed
• Coordinate incoming and outgoing mail and paperwork
• Keep the clinic organized, professional, and ready for patients each day

Marketing & Patient Engagement Support

• Monitor and respond to online inquiries and website leads
• Support patient recall and follow-up campaigns
• Assist with email communications and patient outreach initiatives
• Help generate patient reviews and testimonials
• Support physician referral and community relationship activities

Technology & Problem Solving

• Become comfortable using clinic software and systems
• Troubleshoot basic office technology issues when needed (printers, payment terminals, internet connectivity, software logins, etc.)
• Work closely with clinic leadership to support operational improvements and patient service initiatives

What We're Looking For

• 1-3+ years of experience in an administrative, customer service, or healthcare office environment
• Healthcare experience is preferred but not required
• Experience in a dental, medical, optometry, hearing, physiotherapy, retirement living, or other service-oriented healthcare environments is considered an asset
• Strong organizational skills and attention to detail
• Excellent communication and interpersonal skills
• Comfortable using computers and learning new software
• Professional, dependable, and self-motivated
• Someone who genuinely enjoys helping people and providing exceptional customer service
• A proactive problem solver who takes pride in keeping things organized and running smoothly

Compensation & Growth

• $23-$25 per hour based on experience
• Opportunity for additional performance-based bonuses tied to patient engagement, patient retention, review generation, and other revenue-generating activities
• Long-term opportunity with a growing organization

Why Join Hearing Fitness?

• Family-owned and operated organization with a strong reputation in the community
• Supportive, patient-focused, and professional work environment
• Opportunity to make a meaningful impact in patients' lives every day
• Consistent daytime schedule with no evenings or weekends
• Work directly alongside an experienced hearing healthcare professional
• Modern clinics located in Mississauga and Etobicoke
• Opportunity to contribute ideas and play an important role in the continued growth of the business

If you're an organized and caring professional looking for a rewarding role where your work truly matters, we'd love to hear from you! Please apply, and feel free to send an email to srosh.yaver@hearingfitness.ca with a short synopsis of why you're interested in the role, and feel you'd be a strong fit.

Pay: $23.00-$25.00 per hour

Benefits

• On-site parking

Work Location: In person