Clinical Administrative Assistant
Clinical Administrative Assistant
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Job Description
Who We Are
Are you looking to further develop your career in the Healthcare industry with one of North Americas top innovative healthcare providers Our success is backed by enthusiastic people ready to make a positive difference in the lives of over 10 million people through digital and enterprise health solutions. If you have a passion for providing compassionate quality care or services to those in need then a career with Kii Health might be what you are looking for!
Kii Health is transforming the delivery of healthcare using technology and by providing a patient-centric approach with an emphasis on continuity of care. By leveraging healthcare technology the Company is building one connected platform that addresses all points of a patients healthcare journey and provides better access to care and improved outcomes. Through Kii Healths proprietary technology the Company delivers quality healthcare through a holistic offering including primary care mental health support digital healthcare patient support programs healthcare navigation employee assistance programs disability management occupational health & safety and educational resources.
To learn more about CBT Associates please visit:
Position Summary
The Clinical Administrative Assistant serves as an ongoing point of contact for individuals engaged in mental health services. This role provides essential support to the management team clinical associates and office visitors ensuring that all interactionsboth internal and externalare professional positive and productive. By streamlining administrative processes the Clinical Administrative Assistant helps clinicians deliver timely high-quality care to individuals seeking mental health support. The ideal candidate is detail-oriented compassionate and thrives in a fast-paced client-centered environment dedicated to delivering best-in-class mental health care.
Key Responsibilities
- Operational Support: Oversees the smooth daily operations of CBT Associates providing direct support to the Operations Manager Clinical Directors and clinical associates
- Office Infrastructure Management: Maintains reliable office systems including computers shared drives supplies and communal resources.
- Calendar Administration: Manages the shared calendar ensuring accurate and timely updates related to client bookings data entry and billing.
- Client Scheduling: Coordinates client appointments following initial consultations ensuring continuity of care.
- Policy Compliance: Supports adherence to company policies and procedures consulting when necessary.
- Invoice Monitoring: Notifies Clinicians of outstanding invoices and ensures timely follow-up.
- Resource Library Oversight: Maintains and organizes the internal resource library for staff use.
- Client Relations: Serves as a primary point of contact for internal and external clients fostering professional and responsive communication.
- Facilities Coordination: Supports office maintenance and liaises with the landlord regarding facility-related matters.
- Onboarding Support: Provides new Clinicians with orientation to office procedures and protocols.
- Communication Management: Handles email correspondence answers phone calls and ensures prompt follow-up on messages to prospective clients referring professionals and other administrative personnel.
- Administrative Tasks: Performs photocopying printing faxing and filing as required.
- Mail Handling: Processes incoming and outgoing mail including correspondence with referring agents colleagues and clients.
- Financial Reconciliation: Conducts reconciliations to ensure accurate invoicing collections and payments.
- Payment Follow-Up: Tracks and follows up on outstanding payments to ensure timely resolution.
- Special Projects: Participates in or manages additional assignments and initiatives as needed related to CBT Associates or broader services provided by Kii Health
- Ensure compliance with PHIPA/PIPEDA internal policies and confidentiality standards
Qualifications
- Completion of a college diploma or certificate in Office Administration Health Administration Medical Office Assistant or a related field.
- Minimum 2 years of administrative experience preferably in a healthcare mental health or clinical environment.
- Experience with client scheduling calendar management and billing systems is highly valued.
- Proficiency in Microsoft Office Suite (Word Excel Outlook Teams).
- Familiarity with electronic medical records (EMR) or case management systems.
- Comfortable using shared drives and cloud-based tools.
- Excellent verbal and written communication skills.
- Strong customer service orientation with a compassionate and professional demeanor.
- Ability to interact effectively with clients clinicians and team members.
- Exceptional attention to detail and time management skills.
- Ability to prioritize tasks manage multiple responsibilities and work independently in a fast-paced environment.
- Understanding of privacy regulations (e.g. PHIPA in Ontario) and commitment to maintaining confidentiality in all client interactions.
- Willingness to take initiative and adapt to evolving administrative needs.
- Comfortable working in a dynamic client-focused setting.
Compensation
Kii Health is a growing purpose-driven group that is looking for like-minded individuals to join our multi-disciplinary team and provide the highest quality of healthcare support.
- Compensation will be commensurate with experience and qualifications
- Competitive benefits program where eligible
- A generous allocation of paid time off including vacation health and wellbeing days and diversity days pro-rated by position
- Cross-functional opportunities for individuals to progress in their careers
We thank everyone who is interested in our role. Only qualified candidates will be directly contacted for this position.
Kii Health is an equal opportunity employer. We do not discriminate on the basis of race ancestry religion color national origin gender sexual orientation gender orientation or expression political belief age marital status or disability status.
Kii Health is also committed to fostering a culture of belonging which includes ensuring an accessible work environment and employment practices. If you require an accommodation in completing any pre-employment assessments or applications interviewing or otherwise participating in the recruitment process please email . Protecting the safety and welfare of employees clients and patients that use our services is of utmost importance to us. For this reason final applicants will be asked to undergo a background check.
Employment Type
Part-Time
