Administrative Assistant (Financial & Billing Focus)

Northwest Employment Works; Northwestern Ontario; On-site; CAD 40,000 - 55,000; Full time

Job summary

A patient-centered ultrasound clinic in Northwestern Ontario is hiring an Administrative Assistant to focus on financial operations and billing. The ideal candidate has 3-5 years of experience in administration, strong communication skills, and proficiency in accounting software. Join a collaborative team that values patient care and operational excellence. Interested applicants should contact Lenka to apply.

Benefits

Supportive work culture

Training for clinic-specific software

Opportunities for professional development

Qualifications

• 3-5 years of administrative and/or financial experience.
• Experience in roles involving regular interaction with clients and staff.
• Solid understanding of basic medical terminology.

Responsibilities

• Handle OHIP billing and other insurance claims.
• Manage documentation for chiropractic offices.
• Support payroll preparation for sonographers.
• Update billing information and prepare financial input.

Skills

Strong written and verbal communication skills

Proficiency in spreadsheets and accounting software

Strong attention to detail

Excellent organizational skills

Problem-solving skills

Education

Post-secondary education in Business Administration

Job description

Administrative Assistant – Financial & Billing Focus

Obstetrical Section & General Ultrasound Section

About Us

We are a patient-centered ultrasound clinic dedicated to providing high-quality imaging services in a professional, compassionate, and welcoming environment. Our team works collaboratively to ensure accurate diagnostic support for healthcare providers while creating a positive and reassuring experience for every patient. We value efficiency, attention to detail, teamwork, and patient confidentiality, and we take pride in supporting both the medical and emotional needs of those who visit our clinic.

We are currently hiring an Administrative Assistants to support both sections of our clinic. This role will include general administrative duties, along with specific responsibilities tailored to the needs of their assigned area – Financial & Billing Focus.

About the Role

This position focuses on billing, financial workflows, and operational support for both sections (general & obstetrical) of our ultrasound clinic. It is ideal for someone who enjoys working with numbers, managing complex billing processes, and ensuring the clinic’s ultrasound services run smoothly.

Key Responsibilities:

• Handle OHIP billing, third-party billing (insurance companies, Blue Cross, private payers), WSIB claims, and billings with the Victorian Order of Nurses.
• Communicate with northern nursing stations regarding patients requiring travel grants and contact Non-Insured Health Benefits (NIHB) as needed
• Manage documentation for chiropractic offices and other specialists, including sending faxes to obtain prior reports, verifying if reports are scanned into the system, and ensuring our reports are sent out within 24 hours
• Support payroll preparation, including counting extra cases performed by sonographers for proper remuneration
• Assist with remittance tracking and reconciliations
• Review and update billing information in the system, especially when procedure rates change
• Prepare financial input for analysis and assist in future planning for the clinic
• Order office and medical supplies, maintain inventory, monitor expiry dates, and ensure adequate stock levels
• Responding to enquiries on the phone and via email. Delivering mail to appropriate recipients in the clinic.
• Assist with clinic meetings, including preparing agendas, taking minutes, and distributing follow-up documentation
• Update PowerPoint presentations about the clinic displayed on waiting room TVs and prepare new pamphlets about procedures we perform in each section of our clinic
• Cross-check patients scheduled for specific procedures (e.g., Sono-Hysterography) in multiple systems to ensure accurate billing and proper documentation

Clinic-Wide Administrative Duties

• Maintain confidentiality and accuracy of all patient and clinic information
• Prepare, organize, and maintain both electronic and paper records
• Perform document management tasks such as scanning, filing, and archiving
• Assist healthcare providers with administrative requests
• Ensure the work area is very well organized
• Collaborate with other team members to ensure smooth daily clinic operations

Qualifications for an Administrative Assistant (Financial Focus)

1. Post-secondary education in Business Administration or a related field, with 3-5 years of administrative and/or financial experience, including relevant roles in at least 2 different companies.
2. Strong written and verbal communication skills for professional correspondence with insurers, nursing stations, and other healthcare providers
3. Solid understanding of basic medical terminology and concepts, combined with experience in administrative and human resources roles involving regular interaction with clients and staff
4. Proficiency in spreadsheets and accounting software, with high numeracy skills and strong attention to detail to ensure financial accuracy
5. Excellent organizational, multitasking, and problem-solving skills

Why Join Our Team?

• Be part of a supportive, patient-focused clinic with a collaborative work culture
• Gain experience in specialized administrative workflows in healthcare
• Training provided for clinic-specific software and procedures
• Opportunities to contribute to both operational excellence and positive patient experiences

How to Apply?

Interested candidates can apply by sending their résumé and a brief cover letter indicating an interest in this position. Please contact Lenka at [e-mail]