Overview
Atlas Spine Clinic is seeking a detail-oriented and driven Office Administrator to manage the daily operations of our multidisciplinary clinic. This role is central to supporting both patients and practitioners by ensuring that appointments, billing, documentation, and communications run smoothly. If you are highly organized, tech-savvy, and enjoy making a positive impact on people’s healthcare experience, we want to hear from you.
Key Responsibilities
Administrative & Front Desk Duties
- Greet patients warmly and manage all incoming phone calls and emails.
- Schedule and manage appointments using JaneApp.
- Handle patient intake, consent forms, and health records accurately.
- Prepare and fax medical documents, referrals, prescriptions, and imaging requests (e.g., X-rays, MRIs).
- Maintain accurate clinical documentation, files, and logs.
Customer Service & Communication
- Provide exceptional front-line service, answering questions about treatments, pricing, and insurance.
- Follow up with patients about missed appointments, required documents, and progress updates.
- Coordinate care with referring physicians, specialists, and insurers.
- Collect and process patient feedback to improve clinic services.
Billing, Insurance & Claims
- Process payments, issue receipts, and reconcile transactions in JaneApp.
- Manage direct billing and documentation for WSIB, MVA, Canada Life, and other insurance providers.
- Communicate coverage details and patient balances professionally.
Clinic Operations & Supplies
- Coordinate and track custom product orders (e.g., orthotics, TENS units, braces).
- Inspect incoming products for quality and report issues (e.g., used or incorrect items)
- Assist with inventory from vendors like TOG, Medisports, Bauerfeind, etc.
Technology & Workflow
- Maintain digital organization of receipts, product info, forms, and staff notes.
- Support marketing tasks like creating email templates, client messages, or service overviews.
- Provide feedback and troubleshooting for software like JaneApp or scanning systems.
Skills & Qualifications
- Strong organizational skills and attention to detail.
- Excellent verbal and written communication.
- Experience with JaneApp (or similar EMR) and Google Suite.
- Knowledge of WSIB and extended health billing is a strong asset.
- Ability to multitask and prioritize in a busy healthcare setting.
- Professional, empathetic, and solutions-focused attitude.
- Familiarity with physiotherapy, chiropractic, massage, or orthotics services is a plus.
Why Join Atlas Spine Clinic?
You'll be part of a collaborative and supportive team that values both patient care and employee development. As the face of the clinic, your work will directly impact the patient experience and clinic success. If you're looking for a meaningful role where no two days are the same – and where your skills are appreciated – this is the opportunity for you.
Job Type: Full-time
Pay: $18.00-$20.00 per hour
Benefits:
Work Location: In person
