About Us

Toronto Neurodevelopmental Centre is a well-established, boutique mental health clinic downtown Toronto, with expertise in neurodevelopmental disorders, stress, anxiety, and depression. We offer personalized care in a welcoming atmosphere where collaboration and respect are prioritized. Our clinic fosters an inclusive, supportive space for both staff and team members, empowering everyone to share their perspectives, creative ideas and progressive strategies, while collectively striving to improve and streamline operations. As we expand our services, we are looking for an Office Administrator, to join our team as a critical contributor to the function, efficiency, growth and design of our clinical practice.

Position Summary

As the TNC Office Administrator, you will play a crucial role in ensuring the smooth and efficient functioning of all daily operations within our clinic. You will serve as the first point of contact for patients, creating a welcoming environment and ensuring a positive experience from their initial interaction. In this role, you will provide essential administrative support to the clinical director, licensed clinicians, and therapists, ensuring high-quality service at every level. Your responsibilities will also include streamlining services, developing effective systems, and upholding exceptional standards of client service. You will work with the Jane App clinical software for managing client scheduling, session reminders, electronic billing, and productivity reporting.

Note: ongoing skill enrichment training on Jane App will be available.

Key Responsibilities

Relations and Support

1) Manage patient calls/emails, appointments/reminders, coordinate clinician availability, and respond to patient inquiries regarding services and fees.

2) Ensure the completion of intake procedures, including collecting intake, confidentiality and consent forms, and uploading documents to the patient online secure clinical profile.

3) Address patient concerns, facilitate communication with clinicians, and assist with treatment plans, billing and documentation requests.

Office Management and Administrative Tasks

4) Oversee daily office operations, including handling communications, ordering supplies, and maintaining a clean and welcoming reception area.

5) Manage billing, payments, and issuing quotes and receipts through Jane App.

6) Manage month end and year end excel based reporting for accountant.

7) Manage renewal of required certifications and licenses for the clinic and Director.

8) Maintain strict confidentiality across all interactions and manage patient information securely and accordance with PHIPA and HIPAA protocols.

Support and Assist Clinicians

9) Prepare the necessary files and materials for daily sessions/consultations.

10) Support clinicians with test orders, online test inventory, and review clinical reports for accuracy.

11) Optimize the use of all Jane App features, while ensuring client records are well organized and up-to-date.

12) Track and report on assessment, therapy and report writing cues, and manage wait list patients.

Skills and Qualifications

- 2+ years of experience in office management, preferably in a medical or mental health setting.

- Bachelor’s degree or College diploma in office administration, Psychology, Social Work, or other relevant field in mental health.

- Strong organizational, multitasking and problem-solving abilities.

- Attention to detail, especially when handling confidential patient information.

- Proficiency in Jane App, Microsoft Office, and Adobe.

- Sensitivity in working with neurodiverse populations across all age groups.

- Ability to work independently and as part of a collaborative team.

- Excellent English language communication skills and the ability to maintain a warm, welcoming clinic environment.

The successful candidate will have the willingness to learn and develop their skills, in both technology and processes to help TNC achieve its challenge, and the commitment to achieve deadlines and keep promises.

Toronto Neurodevelopmental Centre

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