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:
Work Location: Remote
