Staff - Union
Organizational Status
Work Performed
Consequence of Error/Judgement
Work will be performed under defined guidelines and will require minimal judgment on methods used to perform work. May resolve some problems but will refer most problems to the PTRC Manager. Errors can be corrected but could result in patients not receiving treatment when needed causing angry patients, as well as reflecting poorly on the clinic and the department. Errors in scheduling could also result in student’s losing clinical placement experience impacting their educational opportunities and potentially progression in the program.
Supervision Received
The PTRC Receptionist will report directly to the PTRC Manager.
Supervision Given
None.
Minimum Qualifications
High School graduation, plus two years of related experience, or an equivalent combination of education and experience.
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 1 (Gr2)
Job Title
PTRC Receptionist
Department
Administrative Support | Department of Physical Therapy | Faculty of Medicine
Compensation Range
$4,139.00 - $4,241.00 CAD Monthly
Posting End Date
August 2, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Aug 13, 2026
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
The UBC Physical Therapy and Research Clinic is a student-led, fee-for-service Clinic owned and operated by the Department of Physical Therapy within the Faculty of Medicine to provide high-quality physical therapy care grounded in the best available evidence and serve patient populations within the community.
This position provides part-time clerical and reception duties related to the day-to-day operations of the PTRC. These duties include patient scheduling, billing and receiving payments, responding to enquires in-person, on the phone and via email as well as maintaining confidential medical records and correspondence. This position requires good judgement, excellent customer service skills and the ability to respond with tact and sensitivity to a variety of patients and members of the public.
This position requires the incumbent to work in-person and is not eligible for a hybrid work arrangement.
Organizational Status
The Department of Physical Therapy provides the only provincial program for the education of entry-to-practice physical therapists. Through rigorous scholarly activity, high standards of instruction and creative opportunities for learning, the Master of Physical Therapy Program provides a strong foundation that supports the current and future practice of the profession. The Department is also a research-intensive unit with award winning faculty conducting state-of-the art healthcare research.
This position will report directly to the PTRC Manager.
Work Performed
- Provides efficient, courteous and welcoming clinical reception to patients and members of the public. Responds to in-person, email and telephone enquiries accurately and appropriately. Interacts in a sensitive manner with a culturally diverse patient population.
- Provides effective written communication: the ability to clarify and assess what is being requested, responding concisely, accurately, and articulately in writing to email enquiries and correspondence.
- Schedules, validates and monitors daily patient appointments in the booking system and enters patient information into medical records system.
- Verifies patient registration status and health insurance status using established computerized database systems.
- Receives, scans and imports and transfers diagnostic reports from external laboratories to clinic medical record system
- Responds to requests for records and information releasing information to authorized personnel in accordance with established standards and guidelines and procedures.
- Maintains patient records and ensures strict confidentiality for patient information and medical records.
- Supports all aspects of the billing and payment process including, MSP and insurance billing, online payments and in-person credit/debit card transactions.
- Ensures timely and accurate reconciling of insurer statements
- Ensure efficient and accurate End of Day processing tasks
- Ensures appropriate records management in all aspects of their work, maintains a variety of digital and hard copy files in accordance with UBC and College of Health and Care Professionals of BC Policy.
- Ensures that clinical, reception and waiting room space are well-maintained ensuring that office supplies and information materials remain stocked and patient documents are securely stored.
- Ensures that patient treatment rooms are clean and linens are changed regularly.
- Submits requests for medical and stationary supplies to PTRC Manager.
- Other related tasks appropriate to rank, as required.
Consequence of Error/Judgement
Work will be performed under defined guidelines and will require minimal judgment on methods used to perform work. May resolve some problems but will refer most problems to the PTRC Manager. Errors can be corrected but could result in patients not receiving treatment when needed causing angry patients, as well as reflecting poorly on the clinic and the department. Errors in scheduling could also result in student’s losing clinical placement experience impacting their educational opportunities and potentially progression in the program.
Supervision Received
The PTRC Receptionist will report directly to the PTRC Manager.
Supervision Given
None.
Minimum Qualifications
High School graduation, plus two years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
MOA certification is highly desired.
Ability to effectively use MS Word, Excel and Outlook at a basic level.
Previous experience with Jane or similar practice management software is an asset.
Ability to perform word processing at 40 words per minute and operate a normal range of office equipment.
A proven history of providing excellent customer service
Ability to work both independently and within a team environment.
Ability to exercise tact, discretion and confidentiality.
Ability to effectively manage multiple tasks and priorities.
Demonstrates strong written and verbal communication skills.
Ability to work effectively under pressure and still maintain accuracy and attention to detail.
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