Booking Coordinator
*Positions have now closed!*
About Milestone
Milestone Menopause Centre delivers evidence-based menopause care built for women who
are tired of being dismissed and ready for clear answers.
Many women arrive carrying symptoms that affect sleep, mood, focus, energy, and confidence,
while still being expected to perform in every area of life. Milestone exists to replace uncertainty
with clarity and to deliver care that is respectful, accurate, and done properly.
The nursing team plays a huge role in that experience. Women may not remember every clinical
detail, but they will remember whether they felt safe, respected, and clear on what happens
next. Your work protects that standard, quietly, consistently, and professionally.
What is established and what is being built
•. Established from day one: clinical philosophy, experience standards, privacy expectations,
and professional conduct.
•. Being refined as we grow: workflows, templates, scripts, and documentation standards,
built through coaching and documented workflow improvements, not improvisation.
Role overview
The Booking Coordinator protects access to care by ensuring appointments are scheduled accurately,
consistently, and in alignment with defined clinical and operational rules. You coordinate
schedules across providers, appointment types, and services, and you ensure women and referring
clinics receive clear information and dependable next steps.
This is a remote role that requires precision and follow-through. You are not responsible for clinical
decisions. You are responsible for booking accuracy, documentation, privacy, and escalation when
something is unclear.
Tooling note: Milestone’s electronic medical record system is called AVA. Booking notes, appointment
status, and communication logs are documented in AVA and approved communication tools.
Support and authority
•. You will be trained on defined booking rules and scheduling templates approved by clinical
leadership.
•. You will have scripts and checklists for confirmations, reminders, cancellations, and service
recovery.
•. You will have a clear escalation pathway for clinical questions, urgent flags, missing information, or
ambiguous cases.
•. You have the authority to pause bookings, request missing details, and escalate to protect
accuracy, privacy, and service standards.
How this shows up in practice
Non-negotiable standards
•. Confirm details and next steps before closing interactions. No assumptions — clarity is the
standard.
•. Maintain schedule integrity: correct provider, correct appointment type, correct duration, correct
location (in-person or virtual), correct prerequisites.
•. Document booking communication and follow-up steps the same day, every day.
•. Work the wait list with priority integrity: fill openings using defined rules approved by clinical
leadership, not personal preference.
•. Protect privacy and dignity in every interaction, including remote work standards.
•. Do not guess. Escalate unclear cases immediately.
Core Responsibilities
Scheduling and coordination
•. Manage appointment booking, rescheduling, and cancellation workflows across providers and
services.
•. For group education sessions, add all attendees to the schedule in advance using the required visit
setup so billing can be completed efficiently after the session.
•. Coordinate virtual and in-person appointments where applicable, including instructions and
preparation requirements.
•. Maintain calendar accuracy, buffers, and templates to protect flow and appointment quality.
•. Work the wait list daily to backfill openings and reduce wasted slots, following approved priority
rules.
Communication and service standards
•. Provide clear, respectful communication by phone and email.
•. Confirm appointment details, preparation steps, and next actions in plain language.
•. Send confirmations and reminders using approved channels, including the Ava Connect Patient
Portal, and follow the defined timing rules
•. Use service recovery steps when a schedule disruption occurs (delay, cancellation, change)
and communicate honestly without overpromising.
Accuracy, documentation and escalation
•. Create and maintain accurate booking notes and status updates in AVA.
•. Verify contact information, appointment type, and prerequisites before finalizing bookings.
•. Identify incomplete information and request what is missing before scheduling where required.
• Escalate clinical questions or priority edge cases to the clinical team using the defined pathway.
Remote execution expectations
•. Core overlap hours with clinic operations will be set and respected (fillable above).
•. Responsiveness during overlap hours will be managed against defined targets (fillable above).
•. End-of-day schedule hygiene: complete same-day documentation, open follow-ups logged and wait
list updated.
•. Weekly check-in cadence: __________ (________).
Remote privacy and security guardrails
•. Private workspace where conversations cannot be overheard; headset required for calls.
• No printing of referrals or booking lists; no storing personal health information on personal
devices.
• Use approved devices, secure network practices, and approved communication channels only.
•. Immediate reporting of any privacy concern or suspected breach to leadership.
The Ideal Candidate
You communicate clearly, protect accuracy, and keep your composure when the day shifts. You follow
structured steps, document consistently, and escalate early rather than guessing. You take pride in
clean scheduling and reliable follow-through, and you can be trusted to run this work remotely with
discipline.
This role is not the right fit if
• You dislike structure, scripts, and repeatable process.
•. You prefer to improvise rather than follow defined booking rules.
•. You struggle with detailed accuracy, documentation, or consistent follow-through.
•. You do not have a private, secure environment to work remotely.
•. You tend to delay escalation or avoid difficult conversations when clarity is required.
A day in this role
•. Review the day’s schedule and protect booking accuracy before the day begins.
•. Confirm upcoming visits and send clear instructions so women know what to expect.
•. Fill cancellations using the wait list rules; keep time blocks clean and realistic.
•. Coordinate education evening registrations, reminders, and attendance lists.
•. Document booking changes the same day so the schedule and records stay reliable.
•. Escalate immediately when something is unclear, urgent, or outside scope.
Qualifications and experience
We care most about precision, follow-through, and professionalism. Experience is helpful, but mindset
and execution matter most.
Required
•. Strong written and verbal communication
•. High attention to detail and follow-through
•. Comfort working with structured steps, checklists, and scripts
•. Comfort using computers, scheduling tools, and digital communication
•. Commitment to privacy and discretion
Experience that translates well
•. Medical clinic booking or scheduling coordination
•. Referral intake or administrative coordination
•. Client coordination in high-trust settings
•. Medical office assistant training is preferred; if not held at time of hire, completion may be
required during onboarding.
•. Operational support roles requiring accuracy and follow-through
How to apply
Please send your resume and short answers to the questions below to myhealth@milestonemenopausecentre.ca
•. What about Milestone’s mission connected with you, and why?
•. Describe a time you prevented a scheduling error or caught a detail that others missed. What did
you do?
•. What systems do you use to stay accurate and consistent when managing multiple schedules and
changes?
•. How do you learn best when starting a new role (for example: step-by-step written instructions,
hands-on training, shadowing, video training, or a mix)?
Pre-employment requirements
•. Proof of eligibility to work in Canada
•. Professional references
•. Background check, if applicable
•. Signed confidentiality and privacy commitments
Equal opportunity
Milestone Menopause Centre is committed to building a respectful, inclusive workplace. We
welcome applicants with diverse backgrounds and experiences and hire based on alignment,
capability, and professionalism.