About Psychology Health Solutions
Psychology Health Solutions (PHS) is a busy multidisciplinary psychology and rehabilitation clinic committed to providing exceptional, client-centred care. Our team collaborates with psychologists, psychotherapists, occupational therapists, social workers, rehabilitation professionals, lawyers, insurers, and healthcare providers to support clients throughout their treatment journey.
We are seeking an experienced Administrative Coordinator who is professional, highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced healthcare environment.
This is not an entry-level position. The successful candidate must be able to work independently, exercise sound judgment, follow established procedures, and contribute positively to the clinic’s daily operations.
Key Responsibilities
- Manage incoming referrals and complete client intake procedures.
- Collect client demographic, insurance, legal, and payment information.
- Create, maintain, and organize accurate electronic client files.
- Schedule, confirm, cancel, and reschedule appointments for multiple clinicians.
- Respond professionally to telephone calls, emails, and client inquiries.
- Coordinate communication with clients, clinicians, lawyers, insurers, healthcare providers, employers, and referral sources.
- Organize referrals, reports, medical records, legal correspondence, faxes, and supporting documentation.
- Monitor outstanding referrals, insurance approvals, missing documentation, and administrative follow-up requirements.
- Assist with HCAI and WSIB administrative processes.
- Prepare letters, reports, spreadsheets, and other administrative documents.
- Maintain confidentiality and comply with all privacy requirements.
- Support clinicians, management, and the Office Manager with daily administrative and operational priorities.
- Identify opportunities to improve workflow and administrative efficiency.
- Assist with office organization, supplies, and general administrative duties.
Required Qualifications
- Minimum three years of administrative experience.
- Minimum three years of experience working in a psychology, therapy, rehabilitation, or healthcare clinic.
- Excellent organizational and time-management skills.
- Strong attention to detail, accuracy, and follow-through.
- Excellent written and verbal communication skills.
- Professional telephone manner and customer-service skills.
- Proficiency with Microsoft Outlook, Word, Excel, and Adobe Acrobat.
- Ability to learn new technology and clinic software quickly.
- Ability to prioritize competing responsibilities and meet deadlines.
- Strong problem-solving and critical-thinking skills.
- Ability to work independently while contributing positively to a collaborative team.
- Ability to maintain confidentiality and exercise professionalism and discretion.
Preferred Experience
- HCAI billing and documentation.
- WSIB billing and claims administration.
- MVA, legal, and insurance files.
- Electronic medical record or clinic-management software.
- Multidisciplinary healthcare environments.
The Right Candidate
You are dependable, accountable, and committed to completing tasks accurately and on time. You remain calm under pressure, communicate professionally, and take ownership of your work.
You take initiative while respecting established clinic procedures and workflows. You recognize when clarification is needed and confirm unfamiliar processes, exceptions, or changes with the appropriate supervisor before taking action. You are receptive to feedback, willing to learn, and committed to supporting the success of the entire team.
Additional Information
Psychology Health Solutions is an equal opportunity employer committed to providing an inclusive and accessible workplace. Accommodation is available throughout the recruitment process upon request.
This posting is for an existing, currently vacant position. Artificial intelligence may be used to support parts of the recruitment and candidate-screening process; however, all hiring decisions will involve human review.
We appreciate the interest of all applicants; however, only candidates selected for an interview will be contacted. Applications must be submitted through the job posting. Resumes dropped off at the clinic will not be accepted.
Pay: $25.00 per hour
Start Date: August 4, 2026 or August 10, 2026
Job Type: Permanent, Full-Time
Schedule: Monday to Friday, 9:00 a.m. to 5:00 p.m.
Work Location: In person only
Pay: $25.00 per hour
Benefits:
- Casual dress
- Dental care
- On-site parking
- Paid time off
Application question(s):
- This is a permanent, full-time, in-person position, Monday to Friday from 9:00 a.m. to 5:00 p.m. Are you available to work this schedule?
- How many years of administrative experience do you have in a psychology, therapy, rehabilitation, or healthcare clinic?
- Do you have experience working with MVA, legal, or insurance files? If yes, please explain.
- Do you have experience with HCAI or WSIB billing and documentation? Please identify which systems you have used.
- Which electronic medical record or clinic-management systems have you used?
Work Location: In person
