Virtual Administrative Assistant – Mental Health Clinic

Virtual Clinic Administrative Assistant Mind Toronto Psychology Clinic | Remote | Part-Time Mind Toronto Psychology Clinic is seeking a highly organized, reliable, and detail-oriented Virtual Clinic Administrative Assistant to support the day-to-day operations of our growing psychology practice. The successful candidate will play an important role in creating a smooth, professional, and welcoming experience for clients while supporting clinicians with scheduling, billing, communication, documentation, and general clinic administration. Key Responsibilities Client Communication & Intake * Monitor and respond to clinic emails, phone calls, voicemails, and text inquiries in a timely and professional manner (within 1 business day) * Respond to prospective client inquiries using clinic-approved templates and procedures * Assist prospective clients with navigating clinic services and the intake process * Coordinate new-client bookings and send welcome information and intake forms * Follow up regarding incomplete intake forms or required administrative information * Maintain and manage the clinic waitlist * Document relevant client communications and administrative interactions in the clinic management system Scheduling & Clinic Coordination * Manage clinician calendars and appointments through Jane App * Review daily and weekly schedules for errors, gaps, double bookings, or missing information * Coordinate appointment changes, cancellations, and rescheduling * Ensure appointment reminders and client communications are sent appropriately * Maintain accurate clinician availability and schedules * Assist with filling cancellations and available appointment times where appropriate Billing & Financial Administration * Prepare and issue client invoices and receipts * Monitor outstanding balances and follow up according to clinic procedures * Review payments and ensure transactions are recorded accurately * Assist with third-party billing, including TELUS Health and WSIB * Review rejected or pending insurance and third-party claims * Assist with resolving administrative billing issues * Complete end-of-month billing reconciliation * Reconcile payments received against Jane App records * Identify billing discrepancies and flag concerns to the Clinic Director * Maintain organized billing records and trackers *Send out monthly billing reports to all contractors WSIB & Third-Party Administrative Support * Monitor the WSIB portal for correspondence and updates * Maintain WSIB administrative trackers * Monitor treatment block dates, billing requirements, and upcoming deadlines * Ensure relevant correspondence is documented appropriately * Flag upcoming forms, deadlines, billing requirements, or issues to the appropriate clinician * Assist with submission and tracking of administrative documents and invoices Clinic Operations & Organization * Maintain organized electronic records and Google Drive folders * Assist in maintaining administrative trackers, templates, checklists, and standard operating procedures * Maintain an organized list of outstanding administrative items and follow-up tasks * Track referral sources and basic clinic metrics * Prepare simple administrative reports for the Clinic Director * Assist with improving clinic administrative systems and workflows * Support administrative onboarding of new clinicians and staff * Assist with general operational projects as the clinic grows Additional Administrative & Marketing Support Depending on experience and clinic needs, responsibilities may also include: * Updating clinic website or directory information * Monitoring the clinic's Google Business Profile * Organizing approved social media content * Scheduling pre-approved social media posts * Maintaining referral-source information * Creating and maintaining spreadsheets, trackers, forms, and administrative documents * Assisting with recruitment and onboarding paperwork * Supporting general clinic projects and administrative needs Qualifications * Previous administrative, virtual assistant, medical office, healthcare, or mental health clinic experience preferred * Strong organizational and time-management skills * Excellent attention to detail * Strong written and verbal communication skills * Professional, warm, and client-focused communication style * Ability to manage multiple responsibilities and competing priorities * Comfortable working independently in a virtual environment * Proactive and able to follow tasks through to completion * Strong judgment and ability to recognize when an issue should be escalated * Comfortable learning new software and administrative systems * Strong understanding of confidentiality and the importance of protecting sensitive health information Preferred Experience Experience with any of the following is considered an asset: * Jane App * Psychology, psychotherapy, medical, or allied-health clinics * Hushmail * TELUS Health * WSIB * Third-party insurance billing * Google Workspace and Google Drive * Virtual phone systems * Accounts receivable * Billing reconciliation * Clinic administration or practice management ## What We Are Looking For We are looking for someone who is: * **Reliable:** Completes responsibilities consistently and within expected timelines * **Detail-oriented:** Carefully manages scheduling, billing, documentation, and client information * **Proactive:** Identifies outstanding tasks and follows up without requiring repeated reminders * **Professional and compassionate:** Communicates respectfully and sensitively with clients * **Discreet:** Understands the importance of privacy and confidentiality in a mental health setting * **Accountable:** Communicates promptly when something cannot be completed or when clarification is required * **Organized:** Able to manage multiple ongoing administrative responsibilities while maintaining accurate records * **Adaptable:** Comfortable taking on new responsibilities as the clinic continues to grow ## Position Details **Position:** Virtual Clinic Administrative Assistant **Clinic:** Mind Toronto Psychology Clinic **Location:** Remote Employment Type: Part-Time How to Apply Please submit your resume and a brief cover letter outlining: * Your previous administrative, healthcare, or clinic experience * Any experience with Jane App, billing, WSIB, TELUS Health, or mental health practices * Your current availability * Why you are interested in working with Mind Toronto Psychology Clinic We are looking for someone interested in becoming a dependable part of a growing practice and who takes pride in creating organized, efficient, and supportive administrative systems for both clients and clinicians.