Clinic Administrator- Mva Rehab Clinic

Safe Space Rehabilitation Centre is a trauma-informed clinic providing physical rehabilitation services to motor vehicle accident (MVA) patients. Our Scarborough location offers in-person physical rehabilitation services to the patients sustained injuries in motor vehicle accidents. We’re committed to providing compassionate, high-quality care while keeping operations smooth, collaborative, and client-centered.

We are currently seeking a **Clinic Administrator** to oversee day-to-day operations at our Scarborough location. This is a highly relational and administrative role ideal for someone who is detail-oriented, reliable, and motivated by helping both patients and teams thrive.

**Position Summary**

As the Clinic Administrator, you will coordinate patient scheduling, supervise reception, oversee chiropractors and rehab providers, manage treatment plan documentation(OCFs), communicate directly with patients and legal stakeholders, and support month-end billing preparation. You'll also play a key role in building relationships with patients and staff, creating a grounded, professional, and organized clinic environment.

**Key Responsibilities-** **Clinic Operations & Coordination**
- Oversee daily clinic functioning and ensure smooth, organized workflow
- Support and supervise the scheduling of all rehab services to ensure efficiency and alignment with clinic goals
- Act as a point of contact and administrative lead for the chiropractic team, supporting their workflow and coordination needs
- Conduct Patient Intakes: Handle the process of new patients signing up with the clinic.
- Coordinate monthly billing preparation by tracking and ensuring proper documentation
- Prepare and submit relevant OCF forms (OCF-3, 18, 21, 23) in collaboration with clinical staff
- Collect signatures for OCF-18s and submit treatment plans and updates to insurers/legal as needed
- Maintain accurate tracking of all forms and submissions using Excel or shared trackers

**Patient Engagement & Front Desk Oversight**
- Oversee reception, ensuring consistent, professional communication and client experience
- Act as a support to patients, building rapport, addressing concerns, and gathering feedback to improve clinic workflow
- Communicate directly with patients to explain treatment plans, scheduling, and clinic policies clearly and empathetically
- Ensure new patient intake processes are smooth, organized, and up to date in EMR

**Legal & Billing Liaison**
- Liaise with lawyers, paralegals, and adjusters as needed for attendance, treatment plan updates, and case-related communication
- Forward employee hours and invoices to billing department as needed
- Ensure alignment of service delivery with monthly billing goals, and provide administrative support in month-end review

**Documentation & Compliance**
- Keep all client files updated and confidential in EMR and shared systems
- Upload, scan, fax, and organize all required forms and reports
- Follow clinic policies, privacy regulations, and SABS guidelines
- Take initiative to troubleshoot administrative or operational challenges with a solution-focused approach

**Collaboration & Improvement**
- Collaborate closely with clinical staff, including chiropractors and massage therapists, to streamline patient flow and scheduling
- Attend team meetings and contribute feedback for clinic improvements
- Stay open to learning and participating in special projects as needed

**What We’re Looking For**

**Required**:

- 1+ year of administrative experience in a medical or rehab setting (**MVA knowledge preferred**)
- Experience with **OCF forms and familiarity with SABS**:

- Strong organizational and communication skills
- Ability to build rapport with patients and staff while maintaining professionalism
- Proficiency in EMRs, Microsoft Office, and Excel
- High level of discretion, accountability, and self-direction

**Assets**:

- Experience with **Antibex/Universal scheduling EMR**:

- Background working with personal injury law firms or insurance adjusters
- Training in kinesiology, health admin, or a related field

**Why Join Safe Space?**
- Grounded and supportive work environment
- Opportunities for meaningful relationships with patients and providers
- Stability and autonomy without unnecessary bureaucracy
- Competitive pay and opportunities for future growth within our expanding network

**To Apply**:
Please submit your **resume and a brief cover letter** sharing your relevant experience and what draws you to this role. We thank all applicants for their interest — only those selected for interviews will be contacted.

**Job Types**: Full-time, Permanent

Pay: $23.00-$25.00 per hour

Expected hours: 40 per week

**Benefits**:

- On-site parking

Schedule:

- Monday to Friday

Application question(s):

- Do you have any experience working with MVA?
- Are you familiar with OCF forms?

**Experience**:

- Medical administrative: 1 year (required)

**Location**:

- Scarborough, ON (prefe