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​Medical Office Administrator

Mind By Design™ is a mental health clinic with over 25 locations throughout Ontario. We offer psychological assessments, therapy, and therapeutic devices to clients in over 10 languages. We provide empathetic, compassionate, genuine, personalized and discreet treatment, with emphasis on professional evidence-based therapy to help adults and adolescents live happier, more fulfilled and productive lives.

 

Mind By Design™ is currently searching for a dynamic Medical Office Administrator to join the team in an unpaid internship position. You will play a key role in providing administrative support to our head office.

 

Responsibilities:

  • Support operations with day-to-day administration between multiple departments and practitioners, including executive messaging, presentations, and briefing materials;

  • Assist with client intakes and pre-screening;

  • Assist with event coordination and planning; attend clinic’s events and interface with key media, stakeholders, and influencers;

  • Responsible for taking meeting minutes and follow-up on action items;

  • Perform research, review and analysis for projects; keep executive members properly informed;

  • Update and maintain clients’ records; schedule and coordinate appointments;

  • Ensure security, integrity and confidentiality of data;

  • Handle inquiries from clients and team members; assist with quality service;

  • Communicate with multidisciplinary team and referral sources with client updates, bookings, and file preparation;

  • Nurture current strategic partnerships and implement plans to establish new strategic partnerships (e.g. law firms, insurance companies, assessment centers, rehabilitation clinics, pain clinics, etc.);

  • Communicate with adjusters and insurance companies; address enquires on treatment plans and client progress;

  • Keep up-to-date with changes in medical and insurance legislation.

 

Requirements:

  • Strong interpersonal skills, energetic and eager to learn along with professional drive;

  • Excellent and professional communication skills (verbal and written) via email, phone, and in-person; 

  • Efficiency at MS Office and G Suite;

  • Knowledge of healthcare operations;

  • Familiarity with medical and insurance legislation;

  • Highly organized with excellent time management skills, including the ability to prioritize between tasks, multitask complex deadlines under pressure, and manage competing priorities;

  • Attention to detail and demonstration of analytical decision-making and critical thinking – keen ability to discover mistakes or errors;

  • Project an image of professionalism, integrity, tact and discretion while working with highly sensitive and confidential information;

  • Able to build a sense of trust and rapport that creates comfortable and effective working relationships with all departments;

  • Positive, friendly, and helpful approach to work.

 

Location for internship: Remotely. Mind By Design™ is currently offering all supportive services and conducting meetings through video conferencing. There is limited access to our physical offices.

 

Supervisor for internship: 

Ellie Borden, Clinical Director 

clinicaldirector@mindbydesign.ca

Contact clinic: (888) 482-7265 

 

Internship terms: This is an unpaid internship. No benefits provided.

 

Number of hours: 37.5 hours per week to be completed Monday to Friday 9:00 AM to 4:30 PM. You may be required to work 2.5 to 5.5 more hours per week. This will depend on the active projects and tasks needing attention.

 

Starting Date: Early in September

 

To apply, please send your resume and cover letter to clinicaldirector@mindbydesign.ca.

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