PART-TIME CLINIC ADMINISTRATOR
Classification: Contract part-time; anticipated to turn into full-time employment
Hours: Variable; Up to 15 hours per week to start
Wage: $30 per hour
Location: GTA (Virtual, transition to on-site)
Job Brief
The Weaving Wellness Centre, an Indigenous-run consulting and psychotherapy practice, is seeking a reliable, organized and outgoing Part-Time Clinic Administrator. The successful candidate will support with day-to-day clinic administrative tasks associated with the Centre’s operations, including but not limited to: processing claims, submitting client and therapist applications, creating client profiles in telehealth database, preparing invoices, reconciling expenses, researching healthcare regulatory standards for professionals, and supporting a team of interdisciplinary healthcare practitioners. Additional areas of work include basic bookkeeping, providing front-facing support to current and prospective clients, community partners, and clinicians; and aiding with client management.
The ideal candidate will have a demonstrated background in office and healthcare administration and support. They will also be adept at task prioritization, time management, and working independently. Additionally, the ideal candidate will be skilled at multi-tasking and maintaining client and Centre confidentiality. The position remains virtual at the time of posting, but the ideal candidate should be prepared for an eventual in-person return to our Greater Toronto-based office. The chosen candidate will receive a laptop with necessary software packages but is required to supply their own personal cellphone with an adequate data and calling plan.
Compensation
The Part-Time Clinic Administrator will be paid $30/hour for up to 15 hours/week. They will be supplied with a laptop with necessary software packages.
Responsibilities
- Managing client applications for third party billing; managing and engaging with third party billing systems; completing claims submissions and reconciling expenses;
- Verifying insurance coverage and preparing invoices, processing claims and reconciling clients’ accounts, informing clients of billing issues, engaging with insurance providers and third-party billers;
- Updating and managing clients’ data and supporting them with application processes
- Basic bookkeeping and support with monthly financial reporting;
- Providing excellent, timely and professional communication with clients, potential clients, community organizations, professionals and the Centre’s practitioners through email and on the phone;
- Collaborating with Centre staff and practitioners to maintain a supportive work environment and ensure exceptional client care;
- Intaking clients and demonstrating diplomacy and patience in confrontational situations;
- On occasion, managing schedules and email calendars for practitioners, scheduling and administering meetings (including the use of online meeting forums such as Zoom, Microsoft Teams and Calendly), organizing and preparing meeting materials, attending monthly team meetings and recording meeting minutes, following up on action items;
- Review and editing of clinic materials and liaising with contractors and vendors of the Centre;
- General administrative support tasks, such as responding to email and phone inquiries, purchasing clinic materials, assistance with organizing clinic resources and materials, corresponding with the clinic’s vendors and service providers, purchasing gifts, etc.;
- Any other duties that may arise from time to time and that may be assigned to you.
Requirements
- Have hands-on experience with invoicing, statement and expense reconciling;
- Have proven experience, a minimum of 1-year, providing professional support to clients, healthcare professionals as an office administrator or office assistant;
- Have proven experience working in administrative positions remotely in virtual office settings;
- Have high technical proficiency and the ability to quickly adapt to and make use of unfamiliar web applications;
- Have a high attention to detail;
- Have excellent and proficient use of various software platforms, such as Adobe Acrobat, Microsoft Word, Outlook, etc.;
- Have the ability to maintain confidentiality and ensure clients’ privacy, including completing tasks from a private and confidential working space;
- Have outstanding communication and organizational skills;
- Have an up to date (in the last 12-months), clean Criminal Record Check and Vulnerable Sector Screening;
- Have proven proficiency in the usage of Mac and PC computers;
- Have availability to work in the evenings and/or occasional weekends on an as-needed basis; and
- Have a cellphone with an adequate data and calling plan.
Assets
- Proficiency in processing claims for the Non-insured health benefits program for First Nations and Inuit
- Bachelor’s in Social Work, Social Service Worker Degree, Child and Youth Care Degree or a degree in a related field
- Proficiency in processing claims for the Indian Residential Schools Resolution Health Support Program (IRS RHSP), Missing and Murdered Indigenous Women, and Girls (MMIWG) and Federal Indian Day Schools (IDS)
- Identify as First Nation, Métis and/or Inuit
- Strong connection with Indigenous culture, community and peoples;
- Grant and report writing experience;
- Valid G license and access to a vehicle.
Why Work with Us?
The Weaving Wellness Centre is made up of a primarily Indigenous, woman-led team. At the Centre, we focus on team building and positive, open communication with our colleagues, partners, and clients. As well, we take care to engage with and include Indigenous culture and teachings in our work, as a team and with those for whom we provide care. We’re a close-knit team and are excited to welcome you to our work!
To learn more about us, please visit our website: https://www.weavingwellness.ca/
Submissions
Please submit the following to faith.chaput@weavingwellness.ca with the subject line: Part-Time Clinic Administrator Posting
- Cover Letter
- Statement of Connection to Indigenous peoples, culture, and community (describe your connection to and involvement with Indigenous peoples, heritage, community, and culture)
- Resume
- Three references
Application acceptance is ongoing until the position is filled. We thank you for your interest, however, only those applicants selected for an interview will be contacted.
