Billing Coordinator (Medical Office)

The Newly Institute; Kelowna; On-site; CAD 52,000 - 66,000; Full time

Benefits offered by this job

Vacation 4 weeks prorated

Wellness days 8 prorated

Health & dental premiums

Health & Wellness Spending Account

Team engagement events

Inclusive workplace

Job summary

The Newly Institute Kelowna Clinic is seeking a Billing Coordinator to manage billing activities across clinic locations, coordinate invoicing, and support accounts receivable. You will work with Finance, Operations, and funding partners to ensure accuracy and timely submissions.

The ideal candidate has 1–3 years in billings or healthcare administration, with proficiency in EMR systems and Microsoft Office. We offer a collaborative team, professional growth, and competitive benefits.

Qualifications

• 1–3 years in billings, AR, healthcare administration or related administrative role.
• Experience with payment reconciliation and third-party funder invoicing is an asset.
• Experience with EMR or healthcare administration systems is preferred.

Responsibilities

• Coordinate day-to-day billing activities across clinic locations.
• Prepare and submit invoices in accordance with organizational procedures, funding requirements, and established billing processes.
• Review billing information for completeness and accuracy prior to submission.
• Ensure services billed reflect what was delivered and meet timelines.
• Maintain accurate billing records, documentation, and supporting information.
• Update billing and payment statuses within the EMR.
• Communicate with Finance, Operations, and funding partners regarding routine billing inquiries.

Skills

Billing coordination

Accounts receivable

Healthcare administration

Education

Diploma or certificate in Business Administration/Finance/Accounting/Health Administration

Tools

Microsoft Office

EMR systems

Job description

Schedule: Flexible between Monday – Friday, 8:00 a.m. – 4:00 p.m.

Location: The Newly Institute Kelowna Clinic (2755 Tutt Street, Kelowna, BC)

ABOUT US

The Newly Institute was founded to provide long-lasting change within the mental health industry, our community, and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual treatment model with medically managed therapies, our intensive outpatient programs provide rapid access, rapid resolution, and rapid return to work and healthy lifestyle programs for anxiety, depression, addiction, post-traumatic stress disorder (PTSD), trauma, and chronic pain.

We have an exciting opportunity for a Billing Coordinator to join our dynamic Corporate team.

WHY JOIN THE NEWLY INSTITUTE?

At The Newly Institute, you'll join a collaborative team that is passionate about transforming mental health care. We believe exceptional client care starts with supporting our people, which is why we invest in professional growth, meaningful work, and a workplace where everyone feels valued.

• Four weeks of annual vacation (pro-rated)
• Eight paid wellness days (pro-rated)
• Employer-paid health and dental premiums
• Health & Wellness Spending Account
• Regular team and community engagement events
• A welcoming, collaborative, and inclusive workplace

WHAT YOU WILL DO

The Billing Coordinator supports the accurate and timely processing of billing activities across The Newly Institute. Working under the direction of the National Clinic Administration Lead, this role coordinates invoice preparation and submission, maintains billing records, supports payment reconciliation, and assists with accounts receivable follow-up activities.

This role works collaboratively with clinic teams, Finance, Operations, and external funding partners to ensure billing information is complete, accurate, and processed in accordance with organizational procedures and funder requirements.

The Billing Coordinator role contributes to consistent billing practices and supports the ongoing improvement of administrative processes as The Newly Institute continues to grow, and demonstrates our core values of communication, community, excellence, health, and innovation.

• Coordinate day-to-day billing activities across clinic locations.
• Prepare and submit invoices in accordance with organizational procedures, funding requirements, and established billing processes.
• Review billing information for completeness and accuracy prior to submission.
• Ensure services delivered are accurately reflected in billing submissions and processed within required timelines.
• Maintain accurate billing records, documentation, and supporting information.

Invoice Follow-Up & Reconciliation Support

• Monitor submitted invoices for errors, rejections, or missing information.
• Complete follow-up activities related to outstanding invoices and billing questions.
• Support the resolution of routine billing discrepancies by gathering information and coordinating with appropriate teams.
• Assist with payment reconciliation activities by matching funder payments to submitted invoices.
• Update billing and payment statuses within the EMR to reflect current invoice and payment stages.
• Work collaboratively with clinic administration teams to address billing questions and obtain required information.
• Communicate with Finance, Operations, and funding partners regarding routine billing inquiries.
• Escalate complex billing issues or exceptions to the National Clinic Administration Lead for review and resolution.
• Maintain professional and timely communication with internal and external stakeholders.

Accounting Administration

• Assist with accounts payable and accounts receivable administrative activities as assigned.
• Assist with month-end administrative tasks, including gathering documentation and updating tracking reports.
• Support Finance with data entry, reporting, and other administrative tasks as required.
• Resolve inquiries from vendors and other external parties in a timely and professional manner.
• Support clinic managers and other leaders with credit card expense reports

Process Support & Quality Improvement

• Identify opportunities to improve administrative workflows and reduce billing delays.
• Participate in administrative process improvement initiatives.
• Support the implementation of new billing requirements as the organization adds new contracts, funders, and locations.

Other responsibilities related to the role and scope of work may be assigned.

WHAT YOU BRING

Education

• A diploma or certificate in Business Administration, Finance, Accounting, Health Administration, or a related field is preferred.

Experience

• A minimum of one (1) to three (3) years of experience in billings, accounts receivable, healthcare administration, or a related administrative role is required.
• Experience with payment reconciliation and third-party funder invoicing is an asset.
• Experience working with electronic medical records or healthcare administration systems is preferred.
• Equivalencies of education may be considered.

Technical Skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) is required.
• Proficiency in Electronic Medical Records (EMR) systems is required.

Offers are conditional, subject to employment reference checks, a clear police background check and credit check.

DIVERSITY, EQUITY AND INCLUSION

We actively protect our diverse, equitable, and inclusive workplace where we are empowered to show up as their authentic selves. We welcome applicants of all races, colours, places of origin, ancestries, religious beliefs, genders/gender identities/gender expressions, sexual orientations, ages, sources of income, family status, and physical and mental disabilities. Our hiring practices ensure that all qualified candidates are considered, and decisions are merit-based.

ACCESSIBILITY

The Newly Institute welcomes and encourages applications from persons with disabilities or those seeking accommodation based on any other protected ground. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please email [e-mail].

APPLICATION CLOSING

The posting will remain open until the role is filled. We thank all applicants for their interest; however, only shortlisted candidates will be contacted.