Healthmax Ottawa
IMPORTANT: Applicants without significant experience in Motor Vehicle Accident (MVA) rehabilitation, HCAI, SABS, billing and collections, and multidisciplinary rehabilitation clinic operations will not be considered.
We are seeking an experienced Clinic Manager / Senior Rehabilitation Administrator to lead the day-to-day operations of our growing multidisciplinary rehabilitation clinic. This is a senior leadership position requiring extensive experience with Motor Vehicle Accident (MVA) claims, HCAI submissions, WSIB administration, billing and collections, patient scheduling, and overall clinic management.
The successful candidate must be highly organized, proactive, results-oriented, and capable of independently managing clinic operations while ensuring exceptional patient service, strong collections performance, and operational excellence.
Compensation
- Competitive salary based on experience
- Full-Time Position
- Opportunity for growth and leadership within the organization
About Healthmax Ottawa
Healthmax Ottawa is a multidisciplinary rehabilitation clinic providing chiropractic, physiotherapy, massage therapy, active rehabilitation, concussion management, chronic pain treatment, and injury rehabilitation services to MVA, WSIB, Extended Health Care (EHC), and private-pay patients.
Key ResponsibilitiesClinic Operations & Leadership
- Oversee daily clinic operations and administrative functions.
- Supervise and support front desk and administrative staff.
- Ensure efficient patient flow from intake through discharge.
- Implement and maintain clinic policies, procedures, and operational standards.
- Monitor clinic productivity, scheduling efficiency, patient retention, cancellations, and no-show rates.
- Assist with staff training, onboarding, coaching, and performance management.
MVA Administration & HCAI Management
- Manage all aspects of MVA administration and Accident Benefits claims.
- Demonstrate extensive knowledge of Ontario Statutory Accident Benefits Schedule (SABS).
- Manage and track treatment plans, approvals, denials, insurer examinations, and funding balances.
- Review and coordinate required documentation, including:
- OCF-1
- OCF-3
- OCF-18
- OCF-23
- OCF-24
- Submit and monitor HCAI treatment plans and insurer responses.
- Communicate effectively with insurance adjusters, lawyers, case managers, and healthcare providers.
- Follow up on outstanding approvals, denials, account protections, and unpaid accounts.
Billing & Collections
- Manage billing for MVA, WSIB, EHC, and private-pay patients.
- Monitor accounts receivable and outstanding balances.
- Follow up with insurance companies, adjusters, legal representatives, and patients regarding unpaid accounts.
- Ensure timely billing, accurate invoicing, and payment processing.
- Produce weekly and monthly collections and accounts receivable reports.
- Assist in achieving clinic revenue, collections, and operational targets.
WSIB Administration
- Manage WSIB claims, approvals, and treatment authorizations.
- Ensure proper submission and tracking of Programs of Care (POC).
- Coordinate reporting requirements and communication with WSIB representatives and employers.
- Monitor claim status and treatment approvals.
Scheduling & Patient Retention
- Manage practitioner schedules and clinic utilization.
- Ensure patients are booked according to prescribed treatment frequencies and plans of management.
- Monitor and reduce cancellations and no-shows.
- Implement patient retention, recall, and follow-up systems.
- Ensure continuity of care through proactive scheduling and communication.
Reporting & Systems Management
- Generate and analyze operational, financial, billing, collections, referral source, and KPI reports.
- Monitor clinic performance metrics and identify opportunities for improvement.
- Maintain accurate patient records and administrative documentation.
Required Qualifications
- Minimum 5 years of experience working in a multidisciplinary rehabilitation clinic.
- Extensive knowledge of:
- Ontario SABS
- HCAI
- MVA billing and collections
- OCF forms and Accident Benefits processes
- WSIB administration and Programs of Care
- Advanced experience using:
- Jane App
- Universal Scheduling
- HCAI
- Microsoft Office Suite
- Google Workspace
- Proven experience managing billing, collections, and accounts receivable.
- Strong leadership, organizational, and problem-solving skills.
- Excellent communication and customer service abilities.
- Ability to work independently and manage multiple priorities in a fast-paced environment.
Preferred Qualifications
- Previous experience as a Clinic Manager, Office Manager, Financial Coordinator, or Senior Rehabilitation Administrator.
- Experience supervising administrative staff.
- Experience dealing directly with lawyers, insurance adjusters, case managers, and referral sources.
- Knowledge of account protection arrangements and rehabilitation funding processes.
Ideal Candidate
The ideal candidate is an experienced rehabilitation clinic leader who understands every aspect of clinic operations, including MVA administration, HCAI submissions, SABS, WSIB, billing, collections, scheduling, patient retention, and team management. They are highly organized, accountable, proactive, and committed to helping the clinic achieve operational excellence while delivering exceptional patient service.
Only candidates with significant multidisciplinary rehabilitation clinic experience, including MVA, HCAI, SABS, billing, collections, and WSIB administration, will be considered for this position.
Job Types: Full-time, Permanent
Pay: $24.00-$27.00 per hour
Benefits:
Work Location: In person
