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Virtual Mental Health Clinic Administrative Coordinator

Mind Toronto Psychology Clinic
Ontario

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Détails du poste

Temps partiel
Il y a 13 jours

Avantages

Heures d'arrivée et de départ flexibles

Compétences

Gestion de cabinet
Tenue de dossiers
Comptes débiteurs
Google Suite
Tenue des dossiers
Planification des rendez-vous clients
Gestion des demandes des clients
Expérience en soutien administratif
Classement
Amélioration des processus
Microsoft Office
Expérience administrative
Exigences de la Loi sur la protection des renseignements personnels sur la santé (LPRPS)
Jane App
Traitement des comptes clients
Planification des rendez-vous
Rapport de situation
Compétences en communication
Interaction avec les clients
Rapprochement de comptes

Description complète du poste

Virtual Clinic Administrative Coordinator

Mind Toronto Psychology Clinic | Toronto, ON | Remote
Part-Time | Approximately 15–25 Hours per Week | Opportunity to Grow

Mind Toronto Psychology Clinic is a growing psychology practice providing evidence-based psychological assessment and treatment services virtually across Ontario and from our in-person Toronto location in The Beaches.

We are seeking a highly organized, dependable, and detail-oriented Virtual Clinic Administrative Coordinator to support the day-to-day operations of the practice.

This is an important operational role within the clinic. The successful candidate will help ensure that clients receive timely, professional support, clinicians' schedules and billing are accurately maintained, and the administrative side of the practice operates smoothly.

We are looking for someone who takes initiative, notices details, follows through on tasks, communicates professionally, and is comfortable taking ownership of ongoing clinic operations.

Key ResponsibilitiesClient Intake & Communication

Monitor and respond to clinic emails, telephone calls, voicemails, and new client inquiries
Respond to prospective clients professionally and within established clinic response times
Assist prospective clients with clinician matching and booking
Manage new client intake procedures
Ensure required intake and consent forms are completed prior to appointments
Confirm client demographic, contact, payment, and insurance information
Send welcome emails and appointment information to new clients
Manage appointment changes, cancellations, waitlists, and scheduling requests
Follow up with clients regarding outstanding administrative requirements
Maintain a professional, warm, and confidential client experience from initial inquiry onward

Scheduling & Clinical Operations

Manage clinician calendars and appointment schedules through Jane App
Review daily and weekly schedules for booking issues, gaps, missing forms, or administrative concerns
Ensure appointments are correctly entered and clinician availability is accurately reflected
Support clinicians with scheduling and administrative requests
Monitor clinic waitlists and contact clients when appropriate appointments become available
Maintain accurate client profiles and administrative records
Ensure completed sessions, invoices, payments, and relevant administrative information are accurately reflected in Jane
Assist with onboarding new clinicians and ensuring their administrative systems, schedules, forms, and billing procedures are properly established
Maintain clinic administrative trackers, systems, templates, and operational procedures
Identify administrative issues proactively and bring concerns to the Clinic Director when appropriate
Assist with additional clinic operations and administrative projects as the practice continues to grow

Billing, Payments & Financial Administration

Process and monitor client billing and payments
Review outstanding balances and follow up appropriately
Confirm invoices and receipts are accurately issued
Monitor rejected, pending, or unpaid claims and take appropriate administrative follow-up
Reconcile payments received through clinic payment systems and third-party platforms
Assist with direct billing where applicable
Maintain accurate clinician billing records
Complete end-of-month reconciliation for each clinician
Prepare monthly clinician reports outlining sessions completed, fees billed, payments received, clinician compensation, adjustments, outstanding balances, and other relevant billing information
Review monthly reports for discrepancies prior to distribution
Maintain organized financial and billing records for clinic reconciliation
Coordinate with the Clinic Director and bookkeeping/accounting professionals as required

WSIB & Third-Party Administration

Monitor the WSIB portal for correspondence, authorizations, and updates
Maintain the clinic's active WSIB client tracker
Monitor treatment block dates and upcoming administrative deadlines
Flag progress reports, extensions, treatment blocks, and billing deadlines to clinicians
Submit approved WSIB documentation and billing as required
Track outstanding WSIB payments and administrative requests
Communicate with WSIB representatives regarding administrative matters within the scope of the role
Maintain organized WSIB documentation and records
Assist with other third-party insurers, rehabilitation organizations, and referral sources as required

Monthly Clinic Operations & Reporting

Complete monthly billing and clinician reconciliation
Review outstanding clinic invoices and accounts receivable
Review active client benefit coverage where applicable
Review upcoming WSIB block endings and administrative deadlines
Reconcile third-party payments with Jane App
Prepare basic operational reports for the Clinic Director
Monitor referral-source information and assist with tracking clinic growth
Maintain organized electronic files and clinic administrative records
Ensure relevant client information received by email is appropriately transferred to the clinical record and handled in accordance with clinic privacy procedures
Assist with maintaining and improving administrative workflows, templates, checklists, and standard operating procedures

Privacy & Records Management

Handle confidential personal health information in accordance with clinic policies, PHIPA, and applicable professional requirements
Maintain organized and accurate electronic records
Follow established procedures for secure communication, documentation, storage, and disposal of client information
Maintain strict confidentiality at all times

Other Responsibilities

As a growing practice, the role will evolve. The Administrative Coordinator may also assist with:

Clinician onboarding and offboarding
Recruitment administration
Referral coordination
Clinic documentation and templates
Practice-management projects
Office and virtual-system organization
Quality-improvement initiatives
Administrative support for assessments
Updating internal clinic procedures
Liaising with external service providers
Other reasonable administrative and operational responsibilities that arise as the clinic grows

QualificationsRequired

Previous administrative experience in a professional setting
Exceptional organization and attention to detail
Strong written and verbal communication skills
Professional and compassionate telephone and email manner
Strong ability to prioritize multiple responsibilities independently
Excellent follow-through and reliability
Strong comfort with technology and learning new platforms
Ability to recognize when an issue requires escalation rather than making assumptions
Ability to work independently in a remote environment
Strong understanding of confidentiality and discretion
Availability during regular weekday business hours

Strongly Preferred

Previous administrative experience in a psychology, psychotherapy, medical, allied-health, or private health-care practice
Experience with Jane App
Experience with billing, payment reconciliation, or clinician compensation reports
Experience with WSIB administration or third-party billing
Familiarity with PHIPA and handling personal health information
Experience with Hushmail, virtual phone systems, Google Workspace, Microsoft Office, or similar platforms

The Ideal Candidate

You may be an excellent fit if you are someone who:

Notices problems before they become larger problems
Does not allow emails, invoices, or follow-ups to fall through the cracks
Enjoys creating organized systems
Can comfortably manage several moving pieces at once
Communicates warmly with clients while maintaining professional boundaries
Understands that accuracy matters when dealing with health information and billing
Asks questions when unsure rather than guessing
Takes ownership of responsibilities and follows tasks through to completion
Enjoys working with a growing business and helping improve its systems

Position Details

Location: Remote; candidate should be located in Ontario, with preference for the Greater Toronto Area

Hours: Approximately 15–25 hours per week initially, with the potential for increased hours as the clinic grows

Schedule: Primarily weekday business hours. Some flexibility may be available, but reliable coverage during designated clinic hours is required.

Compensation: $20–$30 per hour, commensurate with experience

How to Apply

Please submit your resume along with a brief introduction outlining:

Your administrative experience
Any experience working in psychology, mental health, medical, or allied-health settings
Any experience with Jane App, WSIB, billing, reconciliation, or private-practice administration
Your current weekly availability
Why you are interested in working with Mind Toronto Psychology Clinic

Mind Toronto Psychology Clinic
Toronto, Ontario

Pay: $20.00-$30.00 per hour

Benefits:

Flexible schedule

Work Location: Remote

Postuler rapidement

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