Original listing text, shown exactly as published by the company.
Key Responsibilities
Patient Coordination
- Manage the client assessment process from intake through completion
- Send, track, and follow up on patient assessment forms and questionnaires
- Prepare documentation and templates prior to appointments
- Upload and organize completed reports and patient records
- Coordinate scheduling and communication with patients and referral partners
- Ensure all required materials are prepared before appointments
Administrative & Executive Support
- Manage email inboxes and correspondence
- Coordinate appointments, meetings, and calendar management
- Assist with invoicing and billing administration
- Support workflow organization and task tracking
- Handle general administrative and executive assistant duties
- Coordinate occasional travel and personal administrative tasks
Compliance & Process Management
- Maintain awareness of healthcare privacy and compliance requirements
- Ensure documentation and workflows follow established procedures
- Identify potential issues and proactively recommend solutions
- Maintain accurate and organized records
Required Qualifications
- Previous experience in a healthcare administrative, patient coordinator, medical office, or executive assistant role
- Strong understanding of healthcare confidentiality and compliance standards (HIPAA experience required)
- Excellent written and verbal English communication skills
- Comfortable handling patient and client phone calls
- Strong organizational and time-management abilities
- Ability to work independently and proactively manage tasks
- High attention to detail and follow-through
Preferred Qualifications
- Background in psychology, mental health, healthcare, counseling, or related fields
- Experience supporting psychologists, therapists, physicians, or healthcare providers
- Familiarity with EMR systems such as Jane or similar platforms
- Understanding of Canadian healthcare privacy requirements (PIPEDA)
- French language skills are a plus
What We're Looking For
- A proactive individual who takes ownership of processes
- Someone who anticipates needs rather than waiting for instructions
- A confident and professional communicator
- A compassionate and empathetic personality with strong interpersonal skills
- A highly organized professional who enjoys creating structure and efficiency
Growth Opportunity
This role offers the opportunity to become an integral part of a growing psychology practice, with increasing responsibility in patient operations, workflow management, and executive support as the practice continues to expand.
