Admin Jobs

About The Position

Requirements

• Proficiency with computers and software including Google Workspace, Microsoft Office, and slack
• Experience with Jane Practice Management or similar EMR software.
• Someone who thrives in a fast-paced environment. Able and willing to go above and beyond to perform essential functions and manage multiple competing demands with grace and ease.
• Interest and passion for working within a team, collaborating and engaging with a diverse range of professionals, and contributing to an exceptional work environment are a must.
• Two years of recent related experience in a healthcare setting, or an equivalent combination of education, training, and experience.
• Awareness and understanding of the different options available to patients seeking care from allied health professionals.
• Customer service or sales experience (eg. sales and marketing, account management, or non-formal sales roles such as in the retail and services industries)
• A commitment to growth: Deep passion for learning and continuous growth and development. Openness to exploring new ideas and approaches to service delivery.
• Great interpersonal and communication skills: Proven ability to collaborate effectively within a diverse team. Communicate clearly and effectively, whether speaking, listening, or writing. Use precise language, compelling reassurance, healing narratives, and consistent messages.
• Humility and curiosity: Eagerness to learn and collaborate.

Nice To Haves

• Relevant education: undergraduate training in a healthcare domain is an asset!
• Experience working in an integrated healthcare setting is an asset.

Responsibilities

• Patient Guidance and Support: build relationships with patients, matching them with the best-fit clinicians and services within Tall Tree or external resources, introducing available programs, and providing education to empower active participation in their health journey.
• Care Coordination and Engagement: collaborate with clinical teams to create and support comprehensive treatment plans, ensure appointments and follow-ups are completed, and track progress and outcomes to deliver a cohesive healthcare experience.
• Administrative and Resource Management: assist patients with funding options, manage referrals, and provide seamless communication between patients and the clinical team to support effective care delivery.
• Delivering Exceptional Service: welcome patients warmly and professionally, answer questions about services and staff, and go above and beyond to meet their needs, creating moments that surprise and delight.
• Proactive Problem Solving: address patient inquiries and concerns promptly, resolve complaints with timely and thoughtful decisions, and collaborate with the Office Manager as needed, demonstrating creativity and independence in problem-solving.
• Scheduling and Appointment Management: manage patient appointments using Jane EMR, optimize clinical schedules, coordinate waitlists and cancellations, and ensure patients are booked for their full treatment plans. Take ownership of proactively communicating with patients regarding funding eligibility and making necessary scheduling adjustments.
• Funding, Billing, and Accounts Receivables: submit health claims to insurers, manage patient billing and payments, liaise with funders and case managers, and ensure timely follow-up on outstanding payments. Help support clinicians with treatment plan deadlines and funding submissions while maintaining clear communication with patients about funding statuses.

Benefits

• Generous paid vacation time
• Beautiful facilities
• Continued education
• Mentorship program
• Leadership development training
• Comprehensive health, dental, and life insurance plans
• Free access to VO2 Max and DEXA testing
• Consultations with our Integrative Nutrition Health Coach
• Tall Tree’s gym and fitness facilities
• Annual Team Summit
• Regular social events throughout the year
• 5 paid sick days per year
• Access to a range of mental health resources, including counselling through our EAP
• In-house consultations to help you connect with the right support for your unique needs
• Resiliency workshops