Billing Lead

About Us

We are a primarily virtual mental health care practice committed to providing anti-oppressive, trauma informed, and culturally responsive counselling and assessment services across Canada. We are growing our team and seeking a detail-oriented Office Assistant to focus on billing and insurance management while supporting client care coordination and administrative needs.

The Role

We are seeking a proactive, highly organized, and detail-oriented Billing and Medical Office Assistant to join our team. You will play a central role in supporting both clients and clinicians, ensuring smooth operations, and contributing to a growing virtual clinic. This position is ideal for someone who thrives in a fast-paced environment, enjoys problem-solving, and is motivated to grow with the team long term.

• Primary focus: Billing, payments, and insurance claims
• Secondary focus: Administrative support

This is a remote-first role with some in-person training or occasional onsite requirements in North Cowichan, BC

Key Responsibilities

Billing & Accounting (Primary)

• Process client payments, invoices, and insurance claims
• Submit invoices, prior approval requests, and insurance claims (e.g., Extended Health, NIHB, FNHA, VAC, IFHP, WCB etc)
• Reconcile accounts and resolve billing discrepancies
• Support clinicians with billing questions and insurance follow-ups
• Process payments, issue receipts, and follow up on outstanding invoices
• Support clients in understanding billing options and processes
• Maintain accurate financial records
• Assist with ad-hoc administrative tasks to support clinic operations

Administrative Support (Secondary)

Client Support & Intake

• Respond promptly and professionally to phone calls, emails, and messages
• Support client intake, including explaining available services, sending and following up on forms, booking, rescheduling, and confirming appointments
• Maintain accurate client records in compliance with privacy legislation and clinic policies
• Assist with scheduling and follow-up to support clinician caseloads efficiently

Clinician Support

• Provide administrative support, including managing electronic documentation, onboarding paperwork, and third-party communications
• Track clinician credentials, insurance, permits, and certifications to ensure compliance and billing readiness
• Support client-therapist matching based on clinician specialties, availability, and preferences
• Assist with clinician engagement initiatives, including coordinating team events, professional development, and trainings

Qualifications & Experience

• Strong accounting or bookkeeping background (formal education or equivalent experience)
• Experience in medical office administration or a related field
• Experience with insurance billing and claims processing (e.g., NIHB, FNHA, WCB) preferred
• High attention to detail and accuracy
• Strong organizational and time-management skills
• Professional and clear written communication
• Comfort working independently in a remote environment
• Experience with virtual office technology, scheduling software, and Google Workspace
• Direct lived experience with Indigenous communities and/or other marginalized communities is an asset
• Self-motivated, dependable, and able to work independently
• Fluency in languages in addition to English is an asset

Work Schedule & Location

• Part-time to full-time (flexible, negotiable).
• Light weekend/evening-hours coverage may be required
• Primarily remote, with occasional in-person meetings in North Cowichan as needed.

Why Join Our Team?

• Be part of a growing, trauma-informed, and culturally responsive mental health clinic.
• Contribute to meaningful work supporting individuals and communities.
• Enjoy a collaborative and supportive virtual work environment.
• Initial orientation/onboarding includes hands on training on clinic software, policies and procedures etc. and ongoing opportunities for in person support

Vacation and sick leave entitlements comply with BC Employment Standards.

How to Apply

Please submit your resume and a brief cover letter highlighting your experience in

• Billing/accounting experience and interest in mental health administration
• Medical office administration
• Supporting Indigenous or diverse communities
• Remote or virtual work

Email:

Please address your cover letter to Silvia Eleftheriou, RPsych

We appreciate all applicants' interest in joining our team. Due to volume, we'll only contact those selected for an interview. Thank you for understanding.

Job Types: Full-time, Part-time, Permanent

Pay: $22.00-$24.00 per hour

Expected hours: No less than 30 per week

Benefits:

• Casual dress
• Company events
• Extended health care
• On-site parking
• Paid time off
• Work from home

Application question(s):

• Are you available to work part-time with the possibility of transitioning to full-time hours?
• Please briefly describe any experience you have working with Indigenous clients, communities, or organizations
• Are you comfortable using virtual practice management software, email, and video conferencing tools?
• Rate your proficiency with administrative tasks such as answering calls, managing calendars, sending forms, and maintaining electronic records.
• This role involves confidential mental health information. Are you familiar with privacy regulations
• Describe a time when you had to coordinate multiple priorities or deadlines — how did you manage it
• Are you looking for a long-term position?
• Do you have experience supporting marketing tasks (e.g., updating website copy, social media, or professional profiles)
• How would people describe you
• What is your expected hourly rate or annual salary

Experience:

• insurance billing (e.g., FNHA, NIHB, private insurers): 1 year (preferred)
• medical/mental health office administration: 1 year (preferred)

Location:

• North Cowichan, BC (required)

Work Location: Hybrid remote in North Cowichan, BC