Medical Office Administrator

**JOB DETAILS**

**Status**:Full-time | Permanent

**FTE**: 1.0 (40 hours/week)

**Vacancies**: 1

**Schedule**: Monday - Friday, 8:00 a.m. - 4:00 p.m.

**Location**:The Newly Institute Halifax, Nova Scotia (#3001, 7071 Bayers Road, Halifax, Nova Scotia B3L 2C2)

**ABOUT THE NEWLY INSTITUTE**

The Newly Institute was founded to provide long-lasting change within the mental health industry, our community, and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual treatment model with medically managed therapies, our intensive outpatient programs provide rapid access, rapid resolution, and rapid return to work and healthy lifestyle programs for anxiety, depression, addiction, post-traumatic stress disorder (PTSD), trauma, and chronic pain.

We have an exciting opportunity for a MOA to join our innovative, purpose-driven, and multi-disciplinary clinical team in our brand-new clinic in Halifax, Nova Scotia.

**TOTAL REWARDS PACKAGE**

You’ll work as a valued member of a highly innovative, collaborative, multi-disciplinary team that’s passionate about realizing positive client outcomes, and in which your voice is heard. You’ll be a part of a diverse and inclusive culture where employees feel empowered to show up as their authentic selves, and in which well-being is prioritized above all else. Our total rewards package includes:

- Competitive salary
- Four weeks annual vacation
- Eight paid annual wellness days
- Comprehensive group benefits
- Employer-paid health and dental benefit premiums
- Health & wellness spending account
- Career and professional development opportunities
- Regular team and community engagement events
- A stunning clinic environment

**WHAT YOU WILL DO**

Reporting to the Manager of Clinical Services, you will be responsible for client service, finance, administrative, facilities management and technical duties. This role acts as the face of the Clinic, providing customer service excellence. The Medical Office Administrator also plays a crucial role in providing accurate financial documentation. Comprehensive and accurate administration of client electronic records and reports is an important aspect of the MOA’s role. You’ll work in a fast-paced environment as an integral member of a dynamic multidisciplinary team, while sharing our core values of communication, community, excellence, health, and innovation.

**Client Service Accountabilities**
- Book and manage client appointments, including virtual appointments.
- Collaborate with Intake Coordinator to ensure the completion and booking of all client appointments, and processes.
- Attend the weekly multidisciplinary rounds to ensure up-to-date schedule changes, and bookings.
- Organize client materials such as backpacks, binders, and brochures. Ensure materials are available and ready for new clients and cohorts.
- Oversee logístical management of clinical programs. Maintain list of active participants, contracts, payments, and invoicing
- Welcome and orient clients to clinic space, providing high-quality customer service.

**Financial Accountabilities**
- Develop Intensive Outpatient Program (IOP)/Flex/Top Up and other private client payment plans, indicating payer, payment amount, method, interval, and dates.
- Update and revise of revenue tracking sheet to accurately reflect monthly payments of clients in IOP, Flex, and other private programs.
- Complete timely and accurate billings to the provincial plan and funders. Ensuring accurate payment, and resolution of rejected bills.
- Invoice clients and funders in Flex/IOP programs timely and accurately. Track payments, with follow-up as needed.

**Operations/Facilities Accountabilities**
- Communicate with facilities management, and contracting services, such as cleaning, repairs, IT, security, etc.
- Ensure proper maintenance and operation of office equipment.
- Organize The Newly Institute’s inter-clinic and collaboration logistic needs. Includes, but not limited to training, communication of schedules and information, virtual meetings, etc.

**Administrative Accountabilities**
- Complete opening and closing duties, as required.
- Develop, maintain, and distribute client and clinical schedules such as WCB (Return to Work) client IOP/Flex clients, physician schedules and absences, clinician schedules and absences.
- Develop and maintain of client files and associated information and documents in both EMR and shared drive. This includes but is not limited to WCB, referrals, historical documentation, and other supporting documentation and information.
- Prepare and distribute clinical documents such as WCB or RCMP reporting, IOP/Flex discharge summaries, prescriptions, doctor’s notes, and other associated documents.
- Handle and distribute mail.
- Prepare monthly data submissions.
- Facilitate the delivery and post office items and information.
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