Medical Office Administrator

4 days ago

Hamilton ON LA H, Canada Vital Minds Psychotherapy Full time $40,000 - $60,000 per year

Office Administrator Position at Vital Minds Psychotherapy

About Us

Vital Minds Psychotherapy is a mental health clinic in Hamilton offering accessible, evidence-based care through a team of Registered Psychotherapists, qualifying therapists, and student interns. We value professionalism, compassion, and collaboration, and we hold ourselves to the highest standards of ethical and confidential practice.

We are seeking a Clinic Administrator who is organized, reliable, and confident in managing administrative and client-facing responsibilities within a healthcare environment. This role requires excellent communication skills, sound judgment, and a clear understanding of Personal Health Information Protection Act (PHIPA) and professional confidentiality standards.

Position Overview

The Clinic Administrator is the first point of contact for new client inquiries and a key support for our clinical team. This position involves managing incoming client correspondence, handling accounts receivable, organizing documentation, and supporting the clinic's day-to-day operations.

The ideal candidate has experience working in a healthcare or psychotherapy setting, communicates with professionalism and warmth, and uses discretion and common sense when corresponding with clients and managing sensitive information.

Key Responsibilities

  • Respond to new client inquiries via phone and email
  • Handle accounts receivable: tracking payments, issuing reminders, and reconciling outstanding balances
  • Maintain compliance with PHIPA and clinic confidentiality standards in all communications and record handling
  • Prepare professional email correspondence to clients, staff, and interns
  • Support clinic leadership with internal communications, memos, and onboarding processes
  • Assist with documentation audits, record organization, and data accuracy
  • Manage general administrative duties, including greeting and signing in clients and answering telephone calls.

Qualifications

  • Minimum 2 years of administrative experience, ideally in a healthcare, mental health, or medical office setting
  • Strong understanding of PHIPA, privacy, and confidentiality standards
  • Excellent written and verbal communication, as the position requires the administrator to compose professional, client-sensitive emails
  • High attention to detail, organization, and accuracy in handling confidential information
  • Strong problem-solving skills and sound professional judgment
  • Proficiency with Jane App, or willingness to learn quickly
  • Comfortable using Google Workspace (Docs, Sheets, Gmail, Drive)
  • Ability to work both independently and collaboratively within a multidisciplinary environment

Assets (Preferred but Not Required)

  • Experience working in a psychotherapy, psychology, or medical clinic
  • Familiarity with College of Registered Psychotherapists Ontario (CRPO) or other regulated health profession standards
  • Previous experience supporting multi-practitioner teams or student interns

Compensation & Schedule

  • Competitive hourly rate (based on experience)
  • Full Time Schedule Monday-Friday (9:00am-6:00pm)

To Apply

Please submit your resume and a brief cover letter explaining why you'd be a great fit for this role and our clinic environment.

We appreciate all applicants. Only those selected for an interview will be contacted.

Job Type: Full-time

Pay: $25.00 per hour

Expected hours: 40 per week

Work Location: In person

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