Medical Office Administrator

JOB DETAILS

Status: Permanent Part-Time (0.4 - 0.6 FTE; 2-3 days per week)

Schedule: Between Monday – Friday, 8:00 a.m. – 4:00 p.m.

Location: The Newly Institute Kelowna Clinic (2755 Tutt Street, Kelowna, BC V1Y 0G1)

 

ABOUT THE NEWLY INSTITUTE

The Newly Institute was founded to provide long-lasting change within the mental health industry, our community, and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual treatment model with medically managed therapies, our intensive outpatient programs provide rapid access, rapid resolution, and rapid return to work and healthy lifestyle programs for anxiety, depression, addiction, post-traumatic stress disorder (PTSD), trauma, and chronic pain.

 

We have an exciting opportunity for a Medical Office Administrator to join our innovative, purpose-driven, and multi-disciplinary clinical team in Kelowna.  

 

TOTAL REWARDS PACKAGE

You’ll work as a valued member of a collaborative, supportive team and contribute to a growing and dynamic organization.  Our total rewards package includes:

• Competitive salary, commensurate with experience and role scope
• Paid time off, including vacation and wellness days (pro-rated based on role)
• Access to a comprehensive group benefits program, where eligible
• Employer-supported health and dental coverage, based on eligibility
• Health and wellness spending account, where applicable
• Career and professional development opportunities
• Regular team and community engagement events
• A welcoming and thoughtfully designed clinic environment

 

WHAT YOU WILL DO 

Reporting to the Manager of Clinical Services, you will enjoy a varied role that includes client service, finance, administrative, and technical duties.  You will be the warm and welcoming face of the Clinic and use your talent for customer service to serve our clients.  You’ll work in a fast-paced environment as an integral member of a dynamic multidisciplinary team, while sharing our core values of communication, community, excellence, health, and innovation.

 

Accountabilities

Client Service:

• Answer multi-line phone system and emails to ensure well timed communication with clients, community partners, and potential inquiries.
• Prioritize and respond to phone calls, voicemails, and emails in a timely manner. Disseminating information as necessary.
• Book and manage client appointments, including virtual appointments.
• Collaborate with Intake Coordinator to ensure the completion and booking of all client appointments, and processes.
• Attend the weekly multidisciplinary rounds to ensure up-to-date schedule changes, and bookings.

• Welcome and orient clients to clinic space, providing high-quality customer service.

 

Finance Administrative Accountabilities:

• Develop private client payment plans, indicating payer, payment amount, method, interval, and dates.
• Update and revise of revenue tracking sheet to accurately reflect monthly payments of clients in each program.
• Complete timely and accurate billings including WorkSafeBC. Ensuring accurate payment, and resolution of rejected bills.
• Invoice clients and funders timely and accurately. Track payments, with follow-up as needed.

 

General Administrative Accountabilities:

• Complete opening and closing duties, as required.
• Develop, maintain, and distribute client and clinical schedules such as program clients, physician schedules and absences, clinician schedules and absences.
• Develop and maintain of client files and associated information and documents in both EMR and shared drive. This includes but is not limited to referrals, historical documentation, and other supporting documentation and information.
• Prepare and distribute clinical documents such as WorkSafe BC reporting, discharge summaries, prescriptions, doctor’s notes, and other associated documents.
• Handle and distribute mail.
• Prepare monthly data submissions.
• Facilitate the delivery and post office items and information.
• Fax, scan, shred, and photocopy documents.
• Oversee ordering of office equipment and supplies.

 

Technical Accountabilities:

• Book virtual meeting and appointments, as required.
• Ensure client have access to online services

 

Other responsibilities related to the role and scope of work may be assigned.

WHAT YOU BRING

Experience

• A minimum of two years of experience in an office or clinic administration role in a fast-paced environment is required.
• A minimum of two years of experience providing superior customer service and support is required.
• Experience working in a public or private practice that provides mental health services is a significant asset.
• Experience with WorkSafe BC billing, online billing, and scheduling is an asset.

• Equivalencies of experience may be considered.

 

Education

• A high school diploma is required.
• A post-secondary diploma in Medical Office Administration or a similar field is an asset.

  

Technical Competences

Proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams is required.  Proficiency with Electronic Medical Records (EMR) systems is also required. Experience in Med Access EMR is an asset.

 

Background Check

Offers are conditional, subject to employment reference checks and a clear police background check.

 

DIVERSITY, EQUITY AND INCLUSION

We actively protect our diverse, equitable, and inclusive workplace where we are empowered to show up as their authentic selves.  We welcome applicants of all races, colours, places of origin, ancestries, religious beliefs, genders/gender identities/gender expressions, sexual orientations, ages, sources of income, family/marital statuses, and physical and mental disabilities.  Our hiring practices ensure that all qualified candidates are considered, and decisions are merit-based.

 

ACCESSIBILITY

The Newly Institute welcomes and encourages applications from persons with disabilities or those seeking accommodation based on any other protected ground. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please email careers@thenewly.ca.

APPLICATION CLOSING

The posting will remain open until the role is filled.  We thank all applicants for their interest; however, only shortlisted candidates will be contacted.