Clinic Admin Assistant

2 weeks ago

Waterloo ON NJ N, Canada BioEquity Holdings Inc. Full time

Clinic Admin Assistant

Location: Kitchener-Waterloo (In-Clinic Role)

Hours: 10–20 hours per week (with room to grow into full-time)

About Transformation Counselling

Transformation Counselling is a thriving team of 40+ therapists across Ontario and Alberta, on a mission to make mental health services accessible to all Canadians. We've helped thousands of clients through over 80,000 therapy sessions, and we're just getting started

We're looking for a kickass Clinic Admin Assistant to join our growing team. If you love organization, solving billing puzzles, and being the person who keeps things running smoothly behind the scenes, this could be your perfect fit.

What You'll Do

Your role will be dynamic, hands-on, and essential to the heartbeat of our clinic. You'll:

  • Handle all billing questions and concerns from clients and therapists.
  • Process direct billing payments through platforms like Telus eClaims, providerConnect, TheClaimsXchange, Medavie Blue Cross, NIHB, and more.
  • Manage and follow up on accounts receivable/unpaid invoices.
  • Registering therapists for various direct billing platforms.
  • Update our Squarespace website with the latest info, resources, and therapist profiles.
  • Keep JaneApp up to date, adjusting therapist and client info, costs, session types, schedules, and more.
  • Process complex billing packages or custom pricing arrangements with precision and care.
  • Manage and respond to emails related to billing or other administrative areas.
  • Oversee the Executive Director's inbox, assisting with office scheduling and communications.
  • Help with technology management and troubleshooting small office tech hiccups.
  • Create, document, and improve Standard Operating Procedures (SOPs) and help the team follow them.
  • Support with day-to-day in-office tasks as they arise (we're a team that jumps in to help each other).

What We're Looking For

You're the kind of person who thrives on details, loves helping people, and doesn't get rattled when juggling multiple priorities.

Requirements:

  • 3–5+ years of healthcare administration or clinical management experience.
  • Proven experience in direct billing with major extended health insurance providers (Telus eClaims, providerConnect, TheClaimsXchange, Medavie Blue Cross, NIHB, etc.).
  • Familiarity with JaneApp, you know how to navigate its ins and outs.
  • Strong organizational skills and a knack for communication.
  • Tech-savvy comfortable working in online systems like Squarespace, Google Workspace, and email management tools.
  • A positive, can-do attitude, because energy and kindness go a long way here

Why You'll Love Working With Us

  • Work with an inspiring, mission-driven team making a real difference in mental health.
  • Enjoy flexible part-time hours (10–20/week) to start.
  • Potential to grow into a full-time position as the clinic expands.
  • Join a supportive, collaborative culture that values both professional excellence and human connection.

Ready to Apply?

If you're excited about joining a passionate, people-focused team and becoming a key part of our growing clinic, we'd love to hear from you

Send your resume and a short note about why you're a great fit to through Indeed.

Job Type: Part-time

Pay: $23.00 per hour

Expected hours: 10 – 20 per week

Experience:

  • direct billing insurance platforms, such as Telus eClaims: 1 year (required)
  • using JaneApp: 1 year (required)

Work Location: In person

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