About Us
At Serene Heart Counselling and Psychotherapy Services, we are dedicated to providing a compassionate, warm, and supportive environment for our clients and our clinician team. We are currently seeking a detail-oriented and highly organized Clinic Administrator to join our practice and serve as the vital heartbeat of our daily operations.
Job Summary
The ideal candidate will manage daily administrative tasks, support our clinicians, and provide exceptional, empathetic client care as the first point of contact for Serene Heart Counselling. This role requires strong organizational skills, proficiency with practice management software, and the ability to handle multiple responsibilities efficiently while maintaining a calm, welcoming atmosphere. The Clinic Administrator plays a vital role in maintaining a smooth workflow, managing the client intake experience, and ensuring our clinic runs effectively.
Responsibilities
- Manage front desk and intake operations, including greeting clients, answering phone systems with a warm, empathetic tone, and maintaining a welcoming waiting room environment.
- Coordinate client scheduling and clinic calendars, managing appointments, cancellations, and consultation requests for both staff and clients using Jane app.
- Handle billing and basic financial records, including processing client payments, managing credit cards on file, and assisting with insurance inquiries or direct billing submissions.
- Perform accurate data entry and maintain up-to-date, highly confidential records using Microsoft Office, Google Workspace, and our Electronic Medical Records (EMR) system.
- Support the clinician team by assisting with client intake paperwork, tracking documentation deadlines, and managing electronic clinical files securely in compliance with privacy regulations.
- Provide exceptional customer support, responding to email and phone inquiries promptly, and helping prospective clients navigate finding the right therapist at Serene Heart Counselling.
- Maintain organized digital filing systems to ensure easy, secure retrieval of clinic documents.
- Support general administrative projects and perform other clerical duties as assigned to ensure seamless daily clinic operations.
- Workshop Facilitation & Support: Assist with the planning, preparation, and execution of clinic workshops. This includes creating promotional materials like Canva flyers, conducting community outreach, and organizing event logistics.
- Clinic Maintenance & Inventory: Ensure the clinic space remains clean, tidy, and welcoming for clients and staff. Regularly monitor inventory to make sure essential supplies are fully stocked.
Skills & Qualifications
- Experience in a medical, psychological, or wellness clinic setting is highly preferred, with a strong understanding of client privacy and professionalism.
- Proficiency with Jane app or a similar healthcare EMR/billing platform is considered a strong asset.
- Proficiency in Google Workspace tools and Microsoft Office Suite (Word, Excel, Outlook).
- Exceptional interpersonal and communication skills, including professional phone etiquette and a natural ability to connect with clients who may be experiencing distress.
- Strong organizational skills with extreme attention to detail and an absolute commitment to protecting sensitive data.
- Ability to multitask in a fast-paced environment while maintaining a calm, grounded, and accurate workflow.
- Strong computer skills with the ability to learn new software, practice platforms, and automated tools quickly.
Pay: $17.60-$21.00 per hour
Benefits:
Work Location: In person
