Thrive Together Mental Wellness Centres
Location: 407–1545 Carling Avenue, Ottawa, Ontario
Work setting: In person
Employment type: Full-time
Compensation: $26.00–$30.00 per hour, based on relevant experience, skills, and qualifications
Vacancy: One existing vacancy
Build your career while helping people access better mental healthcare
Thrive Together Mental Wellness Centres is a growing interprofessional mental health clinic serving children, adolescents, adults, and families.
Our team includes psychiatrists, paediatricians, nurse practitioners, nurses, psychologists, psychotherapists, social workers, occupational therapists, and other healthcare professionals. We provide evidence-based, trauma-informed care—and we know that excellent patient care depends on excellent administrative support.
We are looking for a warm, highly organized, and dependable Medical Office Administrator to join our team.
This is an opportunity for someone who enjoys helping people, learns technology quickly, and takes pride in keeping a busy clinic running smoothly. You will be trusted with meaningful responsibilities and will have opportunities to improve processes, develop new skills, and grow with the organization.
Schedule
This is a full-time, in-person position based at our Ottawa clinic.
Regular working hours: 8:00 am to 4:00 pm Monday to Friday
Some flexibility may occasionally be required to support clinic operations. Any additional scheduling expectations will be discussed during the recruitment process.
The role
As a Medical Office Administrator, you will help create a welcoming, organized, and professional experience for patients, families, referring providers, and clinicians.
You will manage both patient-facing and behind-the-scenes responsibilities, including scheduling, referral coordination, billing, documentation, and daily clinic operations. You will work closely with clinicians and other administrative team members to ensure information is accurate, responsibilities are followed through, and patients receive timely support.
This is a hands-on role for someone who can balance compassion with efficiency, manage competing priorities, exercise sound judgment, and take ownership of their work.
What you’ll do
Patient and family support
- Welcome and check in patients, families, and visitors
- Respond to telephone, email, and in-person inquiries
- Schedule, confirm, reschedule, and coordinate appointments
- Provide clear, compassionate, and professional support
- Direct clinical and administrative inquiries to the appropriate team member
- Communicate calmly and respectfully with people who may be distressed, frustrated, or facing difficult circumstances
- Help maintain an organized and efficient patient and clinician flow
Referrals and patient administration
- Coordinate referrals, intake processes, waitlists, and follow-up
- Maintain accurate patient demographics, documentation, and records
- Prepare and manage forms, correspondence, reports, and other clinical documents
- Enter and update information in our cloud-based electronic medical record
- Support clinicians with administrative tasks related to patient care
- Follow up on outstanding information and ensure important responsibilities are completed
- Protect patient privacy and maintain confidentiality
Billing and financial administration
- Process private-pay and publicly funded billing, where applicable
- Process payments and prepare invoices and receipts
- Maintain accurate billing and financial documentation
- Follow established financial and reconciliation procedures
- Identify, investigate, and help resolve billing discrepancies
Technology and administrative systems
- Work within our electronic medical record, customer relationship management platform, and other cloud-based systems
- Enter, review, and transfer information accurately between systems
- Learn and adopt new technology as the clinic’s systems evolve
- Help identify opportunities to simplify, automate, and improve administrative work
Clinic operations
- Support daily office operations and clinic organization
- Monitor supplies, equipment, and administrative needs
- Complete opening, closing, and other routine clinic procedures
- Assist with onboarding clinicians and establishing their administrative workflows
- Coordinate with members of our multidisciplinary team to ensure clinicians have the administrative support they need
- Help keep reception and shared clinic spaces organized, professional, and welcoming
- Follow clinic policies, privacy requirements, and safety procedures
Process improvement
- Identify inefficiencies and recommend practical solutions
- Help develop and improve templates, procedures, and administrative workflows
- Participate in projects that improve the patient and clinician experience
- Contribute to building a modern, efficient, and technology-enabled medical practice
What we’re looking for
You may be a strong fit if you:
- Provide exceptional, patient-centred service
- Are warm, compassionate, respectful, and professional
- Are highly organized and attentive to detail
- Communicate clearly and professionally, both verbally and in writing
- Can manage competing priorities without losing track of important details
- Take ownership of your work and reliably follow responsibilities through to completion
- Exercise sound judgment and understand when an issue should be escalated
- Are comfortable handling confidential and sensitive information
- Learn new software and technology quickly
- Remain calm and effective in a busy, evolving environment
- Work effectively both independently and as part of a team
- Enjoy collaborating with a multidisciplinary healthcare team
- Approach challenges with curiosity and a solutions-focused mindset
- Welcome feedback and are motivated to continue learning
Experience and qualifications
Previous medical-office or healthcare-administration experience is preferred. Experience in any of the following areas would be an asset:
- Mental health, primary care, or specialist physician practices
- Electronic medical records
- Medical billing, private-pay services, payments, or invoicing
- Referral coordination, scheduling, intake, or waitlist management
- CRM platforms and cloud-based administrative systems
- Preparing correspondence, reports, forms, or clinical documents
- Supporting clinicians or other regulated professionals
- Improving administrative processes and workflows
Medical-office experience is valued, but it is not the only path to success in this position. We also welcome applicants with strong experience in customer service, administration, hospitality, professional services, or other fast-paced environments who demonstrate exceptional organization, sound judgment, technological confidence, and a genuine willingness to learn.
All required training time will be paid.
What we offer
- $26.00–$30.00 per hour, based on relevant experience, skills, and qualifications
- Four weeks of paid vacation, increasing to 6 weeks after 18 months
- HOOPP pension participation
- Comprehensive benefits package
- Paid training and ongoing professional development
- Performance-based bonuses or incentives, where applicable
- Opportunities to take on greater responsibility as the organization grows
- A supportive, collaborative, and multidisciplinary work environment
- Meaningful work that directly contributes to the patient experience
- The opportunity to help shape the systems and processes of a growing healthcare organization
Eligibility requirements, waiting periods, and applicable plan terms may apply to pension, benefits, vacation, bonuses, and other programs. Additional details will be provided during the recruitment process.
Why join Thrive Together Mental Wellness Centres?
At Thrive Together, administration is an essential part of patient care.
Our administrative team is often a patient’s first and last point of contact. The way we answer a call, coordinate a referral, solve a scheduling problem, or support a clinician can make a meaningful difference in someone’s care.
You will work alongside a diverse group of healthcare professionals while developing expertise in medical administration, patient experience, healthcare technology, and clinic operations.
We are building a modern mental health practice that uses technology thoughtfully, improves systems continuously, and gives clinicians more time to focus on their patients.
If you care about people, love organization, enjoy learning new technology, and are always looking for ways to make things better, we would be pleased to hear from you.
How to apply
Please submit your résumé and a brief cover letter explaining:
- Why this position interests you
- How your experience would help you succeed in a patient-facing medical-administration role
- Your experience with scheduling, billing, referrals, electronic records, or administrative technology
- Your availability to work the regular schedule listed above
- When you would be available to begin employment
Applications may be screened or assessed using automated or artificial-intelligence-enabled features available through our recruitment platform. All hiring decisions are made by Thrive Together personnel.
Thrive Together Mental Wellness Centres welcomes applications from people with diverse backgrounds and experiences, including people with disabilities. Accommodations are available upon request for candidates participating in any stage of the recruitment and selection process.
Work location: In person at 407–1545 Carling Avenue, Ottawa, Ontario
Pay: $26.00-$30.00 per hour
Work Location: In person
