office adminstrator - care advocate , OneHealth Therapy Centre
This is not a clinical or therapy provider role.
Position Summary
OneHealth Therapy Centre is seeking a highly organized, compassionate, and proactive Care Coordinator & Daily Operations Lead to oversee the operational flow of the centre while coordinating client care from initial inquiry through ongoing service delivery.
The adminstrator Care advocate serves as the primary operational contact for new and existing families, ensuring every client experiences a seamless intake, onboarding, scheduling, billing, and provider matching process.
This position owns the coordination of both the client journey and the provider journey, ensuring families receive timely communication, required documentation is completed, providers are recruited and onboarded efficiently, and clinical teams have the information they need to begin services successfully.
While administrative tasks may be delegated to support staff, ownership of the process, accountability, follow-through, and quality remain the responsibility of the care advocate
This role is ideal for someone who enjoys creating systems, supporting families, coordinating multiple moving pieces, and ensuring exceptional client service within a busy multidisciplinary therapy centre.
Key ResponsibilitiesClient Intake & Care Coordination
- Respond to new client inquiries by phone and email.
- Conduct initial intake calls with prospective families.
- Gather intake information and determine service needs.
- Explain OneHealth programs, services, funding options, and next steps.
- Schedule initial consultations with the appropriate Clinical Specialist.
- Maintain and prioritize client waitlists.
- Track all inquiries from first contact through service initiation.
- Ensure families receive clear and timely communication throughout the intake process.
- Coordinate transitions from inquiry → assessment → treatment planning → active services.
Client Onboarding
Coordinate and monitor completion of all onboarding requirements, including:
- Client intake forms
- Service agreements
- Consent forms
- Privacy and confidentiality documents
- OAP documentation
- Insurance documentation
- Funding information
- Emergency contacts
- Medical information
- Client profiles
- Required assessments prior to services
Ensure all documentation is complete before services begin.
Family Communication
Serve as the primary non-clinical contact for families by:
- Answering questions regarding services and scheduling.
- Coordinating appointments.
- Providing onboarding instructions.
- Sending welcome packages.
- Confirming appointments.
- Communicating schedule changes.
- Following up on outstanding documentation.
- Coordinating operational communication between families and clinical staff.
Maintain professional, timely, and compassionate communication at all times.
Billing & Funding Coordination
Coordinate administrative aspects of billing and funding by:
- Preparing invoices.
- Tracking payments.
- Monitoring outstanding balances.
- Coordinating OAP billing.
- Supporting insurance submissions.
- Preparing receipts for reimbursement.
- Assisting families with funding documentation requirements.
- Working closely with administration regarding reconciliations and payment tracking.
Provider Recruitment & Care Team Coordination
Coordinate recruitment activities, including:
- Reviewing incoming applications.
- Screening candidates.
- Scheduling interviews.
- Coordinating group interview sessions.
- Supporting recruitment campaigns.
- Assisting leadership with hiring logistics.
- Tracking applicant status.
- Maintaining recruitment records.
Provider Onboarding
Coordinate onboarding for all new providers by ensuring completion of:
- Employment documentation
- Confidentiality agreements
- PHIPA training
- Policy acknowledgements
- Required certifications
- Vulnerable Sector Checks
- CPR/First Aid documentation
- Professional registration verification
- Payroll documentation
- EMR access
- Google Workspace accounts
- Internal software access
- Orientation scheduling
Ensure providers are fully prepared before working independently.
Client & Provider Matching
Support operational coordination between Clinical Leads and providers by:
- Matching clients with appropriate providers.
- Coordinating Welcome Meetings.
- Assigning care teams.
- Coordinating schedules.
- Managing room assignments.
- Coordinating coverage for absences.
- Supporting continuity of care.
Pay: $19.00-$23.00 per hour
Work Location: In person
