Psychologist Office Administrator

2 weeks ago

Comox BC, Canada Bright Idea Business Solutions Full time

About the Role

A thriving Vancouver Island based Registered Psychologist in private practice is seeking a professional and personable Administrator to join our team. This part-time role offers flexible weekday hours and the ability to work remotely and/or hybrid. While we'd love to find someone based in the Comox Valley, we welcome applicants from anywhere in British Columbia.

This is more than just a support role — you'll be an important part of the client experience, helping people feel cared for from their very first interaction. For the right candidate, there is significant opportunity for growth into a full-time, primary administrative position within a growing group practice.

Responsibilities

  • Manage client scheduling, rescheduling, cancellations, and waitlists in Jane
  • Support new client onboarding, including intake forms and consent documentation
  • Check voicemails and emails twice daily (weekdays), responding in a warm, professional, and confidential manner
  • Process payments, issue receipts, and follow up on outstanding balances
  • Submit, track, and reconcile claims with third-party payors (e.g., Telus e-Claims, extended health plans, CVAP, Medavie Blue Cross (VAC/RCMP/CAF), etc.)
  • Maintain accurate client records and documentation in compliance with BC privacy regulations (PIPA)
  • Provide general administrative support to keep the practice organized and running smoothly

Qualifications

  • Strong organizational skills and attention to detail are critical
  • Professional, friendly, and courteous communication — written and verbal
  • Ability to manage multiple tasks and priorities independently
  • Experience with Jane or Owl practice management software is an asset
  • Familiarity with healthcare billing methods and third-party payors an asset
  • Understanding of Canadian privacy best practices (PIPA, PHI) considered an asset
  • Previous administrative or client service experience preferred

Compensation & Hours

  • $25–30 per hour, commensurate with experience (higher for exceptional candidates)
  • 8-12 hours per week to start, with potential for additional hours as the practice grows
  • Weekday availability with flexible scheduling
  • Remote-first role, with preference for applicants in the Comox Valley

How to Apply

Please submit both your resume and a cover letter explaining why you are a great fit for this role.

Applications without a cover letter will not be considered.

Confidentiality and professionalism are essential to this position — you'll be trusted with sensitive information and play a key role in creating a welcoming experience for clients.

Job Types: Part-time, Freelance

Pay: $25.00-$35.00 per hour

Work Location: Hybrid remote in Comox, BC

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