Essentials Medi Spa is Looking For a Part Time Medical Office Assistant + Medi Spa Receptionist in Medicine Hat, AB

With a clear vision for the future this office has almost tripled in size in the last 4 years. We have an amazing team and strive to make patients feel that we value their relationship. 5 star service is important to both our patients and to us. We are looking for an individual who is motivated to support the doctor, manager, and professionals at our clinic.

A Brief Clinic History:

Dr. Trevor Brooks Plastic Surgery is a specialist clinic providing care for patients in all stages & walks of life. We started up small with Dr. Brooks and Chelsea as the only staff when the office opened in January of 2014 (we are nearing our 5 year anniversary). We see about 60% Alberta Health Services covered patients, and 40% Private Pay Cosmetic patients. We are almost a paperless office (meaning the only thing keeping us from being entirely paperless is how terrible the signature capture software is for our consent and intake forms).

Dr. Trevor Brooks also is the medical director of Essentials Medi-Spa which is owned and operated out of the same office. Essentials Medi-Spa consists of 2 Registered Nurses who started in April of 2017 and are working in the field of cosmetic injections, and an Aesthetician who started in April of 2018 working in the field of medical aesthetics (chemical peels, and laser treatments). The Medi-Spa is growing rapidly and has room for another trained professional to join in the coming months (once we’ve moved to our new office space).


Current: Mohawk Medical Arts Centre Suite 328 – 770 6 St SW, Medicine Hat, AB, T1A 4J6

Future: 2- 1335 TransCanada Way SE, Medicine Hat, AB, T1B 1J1 (move in date TBD)

Core Responsibilities:

  • Ethics & Privacy
  • Promoting the Image of an Aesthetics Clinic (your actions, manners, and professional appearance)
  • Data Entry Into QHR ’s Accuro EMR and MindBody Software
  • Triaging Digital Fax Referrals
  • Answering Patient Inquiries via Incoming Calls, E-mail, or in person
  • Scheduling Appointments
  • Prepping Charts/ Scanning
  • Accepting Payments/Creating Invoices & Receipts for non-AHS covered procedures, all
  • Medi-Spa products/services using software programs SAGE Pro Accounting and
  • MindBody
  • Inventory

Day to Day Tasks:

Recording & Responding to phone messages
Data Entry for all new referrals, confirmation of faxes, booking consults/follow ups/surgeries
Greeting Patients & Confirming patient demographic information
Showing patients to exam rooms / assisting with history and physical documents as needed
Communicating with Dr. Brooks re: patient treatment plans, diagnostic tests needed
Assisting with all surgical booking paperwork
Tidying exam rooms, stocking, clean up as required after each patient
Scanning all paperwork & attaching to appropriate patient files
Troubleshooting Technology Issues
Communicating with the hospital and private surgery centres for patient bookings
Confirming Appointments
Ordering from suppliers/ Signing for Parcels
Tracking/Allocating points for Cosmetic Injections (Allergan’s Brilliant Distinctions Program)
Laundry * some is sent off site for dry-cleaning, some is done in office
At times when other staff are away: open/close clinic
Hours per week: 25, Monday – Friday 9:00am -2:00pm

For a 5 hour workday 30 minutes are allocated for lunch. We would request lunch be taken at the workplace; therefore, the lunch break is a paid break (2.5 hours of paid break time will be added each week for a total of 27.5 hours per week paid). Lunch breaks are staggered, so you will not be interrupted often.

Salary: $16.00 – $20.00 (depending on qualifications/experience)


Staff receive a discount on Essentials Medi-Spa services Allergan/Galderma products, and Alumier MD skincare products.
Staff will not have to pay for parking.
Vacation – Not entitled to vacation pay/time during the first 12 months (unless mutually agreed upon by employee and employer), after 12 months of work it will be 2 weeks of vacation from year 1-5, and 3 weeks after 5 years. (As per Alberta Employment Standards Legislation)