Rehabilitation Services Administrator

CBI Health • Toronto, ON

1d • CA$40,000 - CA$59,200 • Onsite

About The Position

The Rehabilitation Services Administrator is a supporting role within the Account Lead team, responsible for managing PCVRS referrals from intake through service delivery and billing. This position is highly process-driven, with a focus on accuracy, timeliness, and compliance with PCVRS service delivery standards. While this role primarily focuses on referral processing, scheduling, documentation management, and billing workflows, the Administrator may also provide basic backfill support for Account Leads during periods of high demand. Clinical inquiries, relationship management, and decision-making responsibilities remain with Account Leads and PCVRS staff. This is a temporary 4-month contract position.

Requirements

• College diploma or certificate in Office Administration, Medical Office Assistant, Health Administration, or related field.
• 1–2 years of administrative experience (healthcare or rehabilitation preferred).
• Bilingual (French/English) required.
• Strong organizational skills with proven ability to follow structured processes.
• Proficient with digital systems (experience with EMRs, ACMS, or Clinicmaster an asset).
• Professional, courteous communication with Veterans, staff, and external partners.
• Knowledge of PCVRS contract SLAs and PCVRS training resources.
• Able to combine a commitment to organizational and operational efficiency with innate desire to help others.
• Able to work well in a team environment, handle multiple assignments and meet deadlines.
• Able to adapt to changing priorities as circumstances and information change frequently.

Nice To Haves

• Experience with EMRs, ACMS, or Clinicmaster

Responsibilities

• Primary contact for referral requests (assessment and treatment services) via email from PCVRS scheduling coordinators.
• Communicate with CBIH AM/AD to confirm acceptance/decline of referrals and coordinate first appointment “reservation holds”.
• Confirm referral acceptance with PCRVS staff and at the clinic level convert reservation holds to confirmed appointments.
• Monitor VAC/PCVRS portal (ACMS) for new referral documentation and enter it into internal systems.
• Review referral documentation for completeness and upload along with clinical report templates, clinician resources and case templates in a timely manner.
• Contact PCVRS to manage rescheduling of first appointment if cancellation or no show.
• Confirm bookings with Participants, clinicians, and coordinators.
• Monitor the scheduling of assessments, treatments, and case conferences according to PCVRS timelines.
• Track file progress and send reminders to clinical teams as needed to reduce cancellations/no-shows.
• Escalate scheduling conflicts to PCVRS Rehab Services Specialist (RSS) as required and if necessary to PCVRS Director.
• Track reporting deadlines (intake, progress, discharge), case conferences, extension requests and remind clinicians accordingly.
• Upload reports and supporting documents into ACMS within required deadlines.
• Maintain accurate case records, ensuring confidentiality and compliance.
• Verify billing accuracy and escalate discrepancies to finance.
• Support reconciliation of accounts receivable as directed by payments application team.
• Participate in weekly meetings with PCVRS Director to support referral volumes and escalate RSS unresolved issues.
• Communicate with Account Lead any issues/concerns not resolved with PCVRS Director.
• Provide basic support for Account Leads during busy periods, such as tracking file progress and ensuring documentation is up to date, following up on outstanding administrative tasks, and relaying non-clinical updates to referral sources under Account Lead direction.

Benefits

• Continuous learning and skills development, including management opportunities
• Training and mentoring from a national network of experts
• Competitive compensation with comprehensive benefits and rewards package, including group health, dental and vision benefits, paid 100% by the employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree