Office Administrator / Intake Coordinator

Torontobrainhealth; Golden Horseshoe, Toronto; Hybrid; CAD 80,000 - 100,000; Part time

Job summary

A forward-thinking company is seeking a dedicated Office Administrator/Intake Coordinator for a part-time hybrid position. This role is crucial for ensuring a smooth intake process and providing exceptional client service in a warm, collegial environment. You will manage referrals, optimize psychologist assignments, and support administrative tasks, all while maintaining a high level of professionalism and confidentiality. If you thrive in a dynamic, client-focused setting and have a passion for mental health, this opportunity is perfect for you. Join a team committed to delivering compassionate care and making a positive impact in the lives of clients.

Benefits

Flexible hours

Supportive work environment

Paid parking onsite

Qualifications

• 3+ years experience as an intake coordinator or in client care.
• Excellent computer software knowledge and troubleshooting skills.
• Strong interpersonal skills and ability to maintain confidentiality.

Responsibilities

• Manage incoming referrals and conduct intake phone screens.
• Optimize psychologist caseloads and track intake metrics.
• Provide administrative support and maintain digital client files.

Skills

Customer Service

Organization

Communication

Problem Solving

Attention to Detail

Education

College diploma in medical administration

Undergraduate degree

Tools

MS Word

Excel

Outlook

Teams

Patient management software

PDF editors

Job description

Office Administrator / Intake Coordinator

Part-Time Hybrid Position

Toronto Brain Health currently has a part-time remote opportunity! We offer a supportive, collegial, and fun work environment, flexible hours, and competitive compensation.

About us:

Toronto Brain Health is a psychology practice serving adults aged 18 years and older. We provide assessment and treatment for concussion, moderate-to-severe traumatic or acquired brain injury, ADHD, psychological conditions, age-related changes, and early dementia. We also accept third-party referrals and conduct independent medical examinations. We are committed to providing high quality, compassionate, evidence-based services.

Our work environment is warm and collegial. We are in North York near major highways and a 3-minute walk from Sheppard West subway. There is paid parking onsite.

About the role:

Reporting directly to the two clinic directors, the administrator / intake coordinator is integral to both our client services and to the smooth operation of our business. As the primary point of contact for prospective clients, the administrator/ intake coordinator is responsible for overseeing and administering the intake process, from completing new client phone screens, facilitating client-psychologist assignment based on fit, booking appointments, and managing the waitlist. The ideal candidate is a seasoned, motivated, and organized individual with a customer satisfaction focus. The role further includes provision of administrative support in many aspects of business operation, and tag teaming with the other administrator/ intake coordinator to cover off clinic processes.

Position: Administrator / Intake coordinator, part-time, hybrid.
Work hours / week: 10 to 21 hours per week.
Pay: $21 – 24/ hr.

Responsibilities:

• Manage incoming referrals via phone, email, fax, and website.
• Conduct intake phone screens of new clients to gather relevant information and assess their needs.
• In consultation with the clinic directors, optimize caseloads for psychologists based on their availability, areas of practice, and the specific needs of clients.
• Generate new ideas to optimize intake processes, systems, templates, and office administration.
• Track intake metrics and provide regular reports to the clinic directors.
• Manage incoming assessment referrals, scheduling, and maintaining communication with third-party referral sources.
• Ensure excellent customer service throughout with professionalism, prompt replies, and proactively responding to and resolving client concerns.
• Promote a positive and accepting work environment.
• Troubleshoot and test software systems that support intake processes and initial client appointments.
• Maintain and update digital client files with incoming documents and communications.
• Assist in compiling clinical notes and records for third-party records requests.
• Assist in the collection of outstanding payments.
• Assist in HCAI administration, including submission of billing and receivables to insurance companies.
• Process online service payments and send invoices to clients.
• Assist psychologists with administrative needs including faxing reports, correspondence, and invoices, to referral sources.
• Take inventory of and order office and clinical supplies.
• Maintain professional appearance of the office.

Requirements:

• College diploma in medical administration or a related field, or undergraduate degree.
• Minimum 3 years of experience as an intake coordinator and/or in client care, preferably in a health-related or psychology clinic.
• Minimum 3 years of experience in an administrative role.
• Excellent computer software knowledge (MS Word, Excel, Outlook, Teams, patient management software, PDF editors), ability to troubleshoot and learn new programs quickly.
• Experience in customer service and/or a high-pressure, multitasking, and competing-deadline work environment.
• Demonstrated ability to take initiative and act independently using sound judgement, as well as accepting direction or seeking guidance when needed.
• Good interpersonal skills, with tact and discretion in dealing with arising sensitive and confidential matters.
• Excellent verbal and written communication skills.
• High degree of professionalism, courteous, warm, and patient manner toward clients.
• Maintain and handle personal health information in a confidential way and in accordance with provincial regulations.
• Perform duties with the highest level of confidentiality and integrity.
• Highly organized with strong attention to detail.
• Criminal record check.

Assets:

• Current / prior experience in an administrative and/ or intake coordinator role at a psychology practice.
• Experience working with mental health populations.