Clinic Manager

8 months ago

Toronto, Canada Centre for Psychology and Emotional Health Full time

The Centre for Psychology and Emotional Health is a well-established practice in downtown Toronto, located at Bay and Bloor. We provide evidence-based therapies such as Emotion-Focused Therapy (EFT); Cognitive Behavioral Therapy (CBT); Dialectical Behavior Therapy (DBT); and Mindfulness Based approaches. We value psychotherapy integration, diversity, and a warm, collaborative, educational environment that facilitates learning from each other’s unique strengths and perspectives.

Within a psychology clinic, one may need to interact with clients who are emotionally distressed. The ability to remain professional under pressure as well as being able to communicate well with clients to address their concerns is essential to being successful in this role.

**The responsibilities of the role include, but are not limited to**:

- Overseeing daily operations of the Clinic, ensuring all administrative processes are run smoothly.
- Greeting clients and visitors and creating a welcoming and comfortable environment, supporting clients with inquiries and appointment bookings.
- Resolving client concerns promptly and professionally and discussing complex situations with Clinic Director as needed.
- Managing client feedback and implementing improvements to enhance client satisfaction.
- Supporting Clinic Director with any tasks or administrative needs.
- Providing escalated support to a team of therapists including handling client concerns, enforcing clinic policies, and assisting with client billing issues.
- Corresponding with service providers, insurance companies, and EAP partners, including sending 3rd party payment requests, completing and submitting progress reports, processing claims payments, and handling billing inquiries.
- Scheduling and confirming appointments for therapists as needed, based on therapist availability
- Financial duties, including accounts payable and receivable.
- Reconciling daily charges, making bank deposits, conducting regular quality checks on client account balances, and quality check of clinic bank accounts.
- Managing patient records, ensuring accuracy, confidentiality, and compliance with relevant regulations.
- Processing monthly associate compensation, completing quality checks, and processing payroll for independent contractors.
- Notifying clients of changes in appointment fees and ensuring appointment bookings and billings are reflective of new rates.
- Organizing month-end reporting and year-end reporting for Accountant.
- Maintaining up-to-date client and associate records and documentation.
- Managing online booking software, updating associate schedules and fees, and providing technical support as needed.
- Overseeing and managing daily office operations and ensuring accuracy of office functions, and assisting as needed with client relations, maintenance and compiling client clinical records.
- Renewal of required certifications and licenses for the clinic and Director.
- Managing tenancy agreements and monthly rental payments.
- Handling Sliding Scale requests and tracking availability of sliding scale spots and payment collection.
- Supporting Clinic Director and Clinical Care Coordinator with the Training and Education division.
- Purchasing items for inventory, clinical supplies, and required technology as provided by the Office Administrator
- Organizing consultation group series with Clinic Director and group trainer.
- Supporting Clinic Director with onboarding of new associates and administrative support staff.
- Hiring and overseeing the volunteer program, including providing training, feedback, and evaluations of progress.
- Completing documentation for student associates in supervised practice with the College of Psychology of Ontario and collecting updated documentation for database.
- Maintaining associate office sharing schedule and online availability to ensure the office operates at optimal capacity.
- Reporting annual IPC breach statistics and additional government required reports.
- Reviewing current clinic policies and procedures and making recommendations to ensure efficiency of systems and accessibility for all clients and staff.
- Monitoring and overseeing Jane App scheduling system and optimizing scheduling efficiency

**Work Location**: In person

**Schedule**: Monday to Friday | 8 hours (daytime and evening shifts)

The Clinic operates from 9am-9pm, so we are looking for someone who has flexibility with both daytime and evening shifts throughout the week.
- Be available by phone off hours for urgent matters and Clinic emergencies._

**Qualifications required**:

- Bachelor’s degree or College diploma in office administration, Psychology, Social Work, or other relevant field in mental health - or comparable work experience.
- A minimum of one-year of work experience in a related field.
- Interested in a career path in office administration.

**Skills required**:

- Demonstrated ability to take initiative and act independently using sound judgement

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