Customer Service and Operations Specialist

BeWell Clinics; Hamilton; On-site; CAD 45,000 - 60,000; Full time

Job summary

BeWell Clinics in Hamilton is seeking an Administrative Care Team member who will manage scheduling and billing, assist in patient retention, and support operations. The ideal candidate will have experience in healthcare administration and possess strong organizational and communication skills. This in-person role offers growth opportunities in a supportive environment focused on mental health.

Benefits

Competitive Compensation Plans

Epic Social Events

Opportunities for Growth

Qualifications

• Experience in healthcare administration or similar roles.
• Ability to communicate professionally and handle fast-paced environments.
• Self-starter with multitasking skills and attention to detail.

Responsibilities

• Manage scheduling for practitioners and coordinate patient appointments.
• Handle billing, including direct billing and client consultations.
• Communicate with other medical offices and maintain a professional office appearance.

Skills

Customer service

Detail-oriented

Organizational skills

Problem-solving

Communication

Time management

Education

2+ years of relevant experience in sales, operations, or healthcare administration

Tools

EMRs (Jane App)

HubSpot or another CRM

MS Office

Job description

About Us

BeWell Health Centers are the GTA’s most comprehensive Psychological Wellness Institutions. As believers in a multifaceted approach to mental health, our team is comprised of industry-leading Psychiatrists, Psychologists, Registered Psychotherapists, and Registered Social Workers.

For our clients, we provide Integrative Psychological care for the whole family. For our Clinicians, our focus is on providing a respectful, rich, fulfilling, and collaborative environment.

Our three clinics are conveniently located in the South Mississauga, Financial District of Toronto, and Corktown/Durand area of Hamilton. We offer comprehensive outpatient services that focus on Assessment and Treatment for Substance Use Disorders, Mood Disorders, Personality Disorders, Eating Disorders, Neurodevelopmental Disorders, and more.Our clinics address diverse issues across various populations, including children, adolescents, adults, couples, and families.

About You

The Care Team is the backbone of our operation, providing next-level customer service, knowledgeable and empathetic support, and assisting in creating the future of BeWell Health Clinics.

This role will be based primarily at our Hamilton clinic but will require frequent travel to our South Mississauga clinic and is 100 percent in-person.

The Administrative Care Team are our front-line representatives to patients, newcomers, and practitioners. A strong culture of teamwork and curiosity keeps us dynamic and connected to each other and our communities. A degree of flexibility with scheduling and location, as necessary as the Care Team supports both in-clinic locations and virtual practitioners. A background, education, or interest in health and wellness is a strong asset.

While this role encompasses the broader roles one in a typical workplace, you will be expected to optimize practitioners’ schedules, coordinate patient billing, handle all administrative duties (including answering phones, answering phones/emails/texts), all in supporting patient retention and growing our patient base, as well as being available for ad hoc needs as needed. You’ll have a lot of responsibility and will be expected to work closely with the senior management team to ensure the operations of the clinic run smoothly and efficiently as possible. Being detail-oriented with good organizational and leadership abilities is also important. This is an excellent opportunity for someone looking to grow their administrative career in a dynamic and rewarding workplace. If you have a passion for healthcare and wellness and are looking for your next role that makes an impact, we’d love to hear from you!

You must be a skilled communicator with the interpersonal skills to collaborate with various professionals, including physicians, patients, insurance representatives, sales teams, etc. Administrative dilemmas can occur when you least expect, but you should be equipped with the problem-solving skills to implement a creative solution that won’t compromise patient care. This individual must be able to understand the granular protocols and processes of the practice while understanding long-term needs of the business such as boosting sales, growing talent from within, and seeking out external talent for future needs.

Requirements

• Answering phones, emails, texts, and faxes in a professional manner
• Billing appointments (experience with direct billing or WSIB/HCAI billing is an asset!)
• Client intake consultations
• Some IT troubleshooting
• Communicating with other medical offices, pharmacies, and healthcare organizations
• Assist in organizing practitioner schedules, including vacation time and shift changes
• Organization and coordination of office supplies, deliveries, etc.
• Maintaining the professional appearance of the office, including light cleaning and plant watering
  
  

Qualifications

• 2+ years of relevant sales, operations, or health care office administration experience
• A mature approach to customer service. Detail-oriented, organizational, and multitasking skills, initiative, and enthusiasm
• Experience with EMRs, especially Jane App, is a strong asset
• Ability to communicate professionally
• Ability to handle a fast-paced environment while delivering great customer experiences in a very active situation
• Self-starter with the ability to work independently and contribute to the team in a positive manner
• Uses time efficiently and prioritizes appropriately with strong time-management skills
• Proficient in MS Office
• Experience with HubSpot or another CRM is strongly preferred
• Flexibility to work in the evenings and on weekends as needed
  
  

Benefits

• Competitive Compensation Plans: Hourly pay + company paid extended health benefits
• Epic Social Events: We take fun seriously! Our social events are the stuff of legends, from team-building adventures to themed office parties. We believe that a happy team is a productive team, and we’re all about creating memories together.
• Opportunity to Grow: We don’t just offer jobs; we offer careers. We value your potential and provide a clear path for advancement, so you can climb the ranks and take your career to new heights.
• Learn from Industry Leading Clinicians & Entrepreneurs: You’ll have an opportunity to network with experts in the industry. They’re not just colleagues; they’re mentors who are eager to share their knowledge and help you develop your skills.