Administrative Assistant

**Job Title**:Administrative Assistant

**Location**:James Bay (in-person)

**Type**:Full-Time Employee

**Hours**:up to 37.5 paid hours per week; Monday through Friday (potential for Saturday coverage as needed)

**BASIC PURPOSE**

As an Administrative Assistant, you are a vital part of the Tall Tree team and in the operation of our unique high-quality programs and services. You work closely with the Administrative Team, the Clinicians, Funders, and Patients. You are responsible for supporting the Administrative functions at the James Bay clinic and for taking care and pride in our beautiful space. As the first point of contact for our patients you play a crucial role in setting the tone for our patient’s experience, treatment, and care. You are an important member of our care team, ensuring that each and every patient’s experience is nothing less than exceptional.

**Essential Functions**:

- Care Navigation & Customer Experience:

- Curating an easy and exceptional healthcare experience for all patients.
- Navigating patients through the Tall Tree ecosystem and matching them with the best-fit clinician and discipline for their needs.
- Answering questions about our services and our staff in a professional and timely fashion.
- Going above and beyond to ensure each patient’s needs are met.
- Taking action and following up on all patient inquiries and concerns.
- Making timely decisions to resolve patient complaints, advising with your Office Manager as needed.
- All other duties as may be assigned.

**Booking & Schedule Intelligence**:

- Scheduling, re-scheduling, and canceling patient appointments as needed, using Jane EMR.
- Optimizing clinical schedules to ensure flow and ease for all practitioners and patients.
- Managing and calling waitlists and cancellation lists to fill clinician schedules.
- Scheduling patients for their full allotted treatment plans to ensure that they have access to the care they need when they need it.
- Communicating with patients proactively if it’s noticed that they have appointments booked past their funding eligibility dates and rescheduling or canceling as needed.
- All other duties as may be assigned.

**Funding, Billing, Invoicing & Accounts Receivables**:

- Submitting extended health claims to private insurers and third-party funders, such as Pacific Blue Cross, Canada Life, ICBC and WSBC in a timely manner.
- Communicating with case managers and adjusters regarding patient treatment plans and payments as required.
- Supporting clinicians with treatment plan and report deadlines and submitting to funders as required.
- Following up and chasing outstanding payments for patients and funders to maintain Accounts Receivables within acceptable ranges.
- Communicating with patients on the status of their funding approvals as required.
- All other duties as may be assigned.

**Qualifications**:
**Must Haves**:

- Grade 12 education or equivalent.
- Proficiency with computers and software including Microsoft Office and Jane Practice Management, or similar software.
- Passion for healthcare administration.
- Ability to think outside the box and navigate complex situations.
- Excellent verbal and written communication skills.
- Able and willing to go above and beyond to perform essential functions in a fast-paced environment with multiple competing demands.
- Interest and passion for working within a team, collaborating and engaging with a diverse range of professionals, and contributing to an exceptional work environment are a must.

**Nice-To-Haves**:

- Two years of recent related experience in a healthcare setting, or an equivalent combination of education, training, and experience.
- Experience working in an integrated healthcare setting.
- Awareness and understanding of the different options available to patients seeking care from allied health professionals.
- Post-secondary education or equivalent experience may be an asset.

**REPORTS TO**:
Office Manager

**If you are interested in applying, please answer all pre-screening questions and upload your resume. Applications without pre-screening questions answered will not be considered.**

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