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Office Coordinator for Physiotherapy Services
3 months ago
PROGRAM: Physiotherapy Clinic
REPORTS TO: Administrative Manager or Health Services Manager
STATUS: Full Time
HOURS OF WORK: Monday to Friday - 7:30am-3:30pm or 8am-4pm
SUMMARY
The Administrative Assistant at our Physiotherapy Clinic plays a vital role in ensuring smooth operations and excellent client service. This position involves supporting both clients and staff, managing administrative tasks, and addressing inquiries effectively.
RESPONSIBILITIES Welcome clients and assist with the check-in process; Schedule appointments and process payments; Oversee the administration of rehabilitation programs; Conduct end-of-day financial reconciliations; Prepare and deliver bank deposits on a weekly basis; Maintain clinical records accurately; Facilitate initial client orientation and documentation collection; Assist clients in the waiting area and ensure efficient client flow; Organize file setups and update KPI tracking sheets weekly; manage monthly invoicing; Monitor rejections from MVA and WSIB; Perform general office administration tasks as needed; Ensure cleanliness and maintenance of the facility; Address various client, customer, and staff needs; Manage incoming calls and direct them appropriately; Handle mail distribution and upload medical documents; Distribute necessary items such as locks and parking passes; Collaborate with third-party payors, including extended health companies; Fax Physiotherapist reports to referring physicians; Coordinate daily activities, manage client appointments in CRM/JANE, and prepare attendance sheets; Organize client files upon discharge; Score questionnaires and input data into CRM; Assist in maintaining facility cleanliness (tidying exam rooms and lobby, completing laundry, scheduling cleaning duties, stocking supplies); Take on Health and Safety/Office Coordinator roles if applicable; Track clinic inventory and prepare monthly orders; Provide daily revenue reports to contractors; Offer backup support to other administrative staff as required. QUALIFICATIONS 1. Minimum Qualifications: At least two (2) years of administrative support experience in a similar or healthcare environment is preferred. Experience with diverse populations is beneficial. Ability to meet deadlines consistently. 2. Skills & Attributes: Professional demeanor with strong communication skills. Exceptional customer service abilities. Capacity to work both collaboratively and independently. Keen attention to detail. Effective time management skills. Initiative and ability to work with minimal supervision. Excellent organizational capabilities. Desirable Skills: Familiarity with the Jane Booking system. Technical Skills: Proficient in Microsoft Office, database systems, and general administrative tasks, as well as office equipment and software applications. We appreciate all applicants; however, only those who meet the qualifications will be considered.
