Overview
Clinic Flow Coordinator Jobs in Toronto, Canada at PVH (Tommy Hilfiger/Calvin Klein)
Are you passionate about helping people live their healthiest lives? Do you thrive in a dynamic, supportive environment where your contributions truly matter? Medcan is the place for you!
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).
What You’ll Do
- 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:
Promote product awareness and assist 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 You’ll 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 care.
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Title: Clinic Flow Coordinator
Company: PVH (Tommy Hilfiger/Calvin Klein)
Location: Toronto, Canada
Category: