Medical Office Administrator

The Newly•Kelowna, BC

42d•$23 - $29•Onsite

About The Position

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.

Requirements

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.
A high school diploma is required.
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.
Offers are conditional, subject to employment reference checks and a clear police background check.

Nice To Haves

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.
A post-secondary diploma in Medical Office Administration or a similar field is an asset.
Experience in Med Access EMR is an asset.

Responsibilities

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.
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.
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.
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.