Medical Office Administration jobs in Toronto, ON

Required Experience

• Previous hands-on experience in a healthcare, medical, or clinical administrative environment.
• Hands-on experience using an EMR/EHR system.
• Experience supporting billing, invoicing, payment processing, or related financial administration.

These are minimum qualifications for the position. Applicants must demonstrate relevant healthcare/clinical administrative experience, hands-on EMR/EHR experience and experience supporting billing or related financial administration to be considered.

About Us:

Possibilities Clinic is a forward-thinking, multidisciplinary group practice specializing in comprehensive assessments, diagnoses, and treatments. Our focus on Neurodevelopmental Diversity means clients across the lifespan seek our diagnostic and treatment services for ADHD, Learning Disabilities, Autism, and associated mental health concerns such as anxiety, trauma, and depression.

Position Overview:

The Evening In-Clinic Care Team Support (CTS) team member plays a key role in supporting both in-clinic operations and Care Team administrative functions during afternoon, evening, and weekend hours. This position helps ensure a seamless and positive experience for patients and clinicians while supporting the efficient day-to-day operation of the clinic.

In the clinic, this individual will provide front-line administrative support, including reception coverage, coordinating room usage, supporting clinicians and staff with real-time operational needs, and maintaining an organized, welcoming environment.

In addition, this role supports the Care Team with administrative functions, with a particular focus on billing administration. This includes supporting payment processing, invoicing, insurance claims, account follow-up, and other billing-related processes to help ensure accuracy, compliance, and efficiency across services.

This is a dynamic, hands-on role for someone who is comfortable balancing in-person patient and team interaction with detailed healthcare administration and billing responsibilities in a fast-paced clinical environment.

Schedule:

This is a fully in-person role based at our Toronto clinic.

The regular schedule is Tuesday to Saturday, 11:30 AM–8:00 PM, with consistent afternoon, evening, and weekend availability required. Occasional flexibility in the weekly schedule may be required to provide coverage for in-clinic team members during vacation periods, while maintaining a 40-hour work week.

Key Responsibilities:

Care Team Support – Front Desk & In-Clinic Administration:

• Act as an on-site contact for day-to-day clinic operations, addressing real-time issues or concerns from clinicians, patients, and staff.
• Support front-desk staff to ensure seamless onsite operations.
• Ensure adherence to clinic policies, procedures, and protocols, particularly those related to in-person operations.
• Support clinic facilities and operations, including room assignments, supply inventory, and coordination with vendors for maintenance or repairs.
• Help maintain a welcoming, organized, and efficient patient environment.
• Monitor onsite operational workflows and identify opportunities to improve efficiency in collaboration with the onsite team.
• Provide hands-on administrative support to clinicians and other clinic staff as required.

Care Team Support – Billing Administration

• Process and reconcile payments for counselling and assessment services.
• Generate and issue invoices to clients, insurance providers, and third-party payers.
• Monitor outstanding balances and follow up on overdue accounts.
• Complete accurate and timely data entry within the clinic's EMR system.
• Address client inquiries regarding billing, payments, invoices, and insurance claims.
• Manage direct billing to insurance providers, ensuring accurate and timely submission of claims and payments.
• Submit OHIP billing for physicians and conduct monthly reconciliations of claims.
• Collaborate with the finance team to support month-end reconciliation and other financial administration.
• Maintain accurate billing records and documentation.
• Follow clinic policies, procedures, and applicable healthcare billing requirements.
• Identify and troubleshoot billing discrepancies and escalate issues when appropriate.

Qualifications:

Required:

• 2+ years of administrative experience in a healthcare, medical, mental health, allied health, or clinic setting.
• Hands-on experience using an EMR/EHR system in a healthcare or clinical environment.
• Experience with billing, invoicing, payment processing, insurance claims, accounts receivable, or related financial administration.
• Experience handling confidential patient and financial information with a high degree of discretion and accuracy.
• Strong attention to detail and demonstrated ability to maintain accurate records and financial information.
• Strong administrative and organizational skills, with the ability to manage competing priorities in a fast-paced clinical environment.
• Experience communicating directly with patients/clients regarding administrative, billing, payment, or insurance matters.
• Strong problem-solving skills and the ability to respond calmly and professionally to real-time operational needs.
• Excellent communication and interpersonal skills.
• High level of professionalism, discretion, reliability, and accountability.
• Ability to work fully in person on a Tuesday–Saturday, 11:30 AM–8:00 PM schedule, with occasional flexibility to support operational coverage needs.

Preferred:

• Previous experience in a mental health, psychology, psychiatry, or multidisciplinary healthcare setting.
• Experience with healthcare billing, insurance direct billing, or OHIP billing.
• Experience with billing and reconciliation within an EMR.
• Experience working with third-party payers or insurance providers.
• Post-secondary education in healthcare administration, accounting, finance, business administration, or a related field.
• Experience working in a multidisciplinary healthcare environment.

What We Offer:

• Group benefits eligibility after 3 months of employment.
• RRSP employer matching available after 6 months of employment.
• Opportunity to work within a multidisciplinary healthcare environment.

Schedule:

• Tuesday to Saturday
• 11:30 AM–8:00 PM
• Consistent afternoon, evening, and weekend availability required
• Occasional schedule flexibility may be required to provide operational coverage
• 40 hours per week

We thank all applicants for their interest. Only candidates selected for further consideration will be contacted.

Accessibility: Possibilities Clinic is committed to providing an inclusive and accessible recruitment process. Accommodations are available upon request throughout the recruitment process.

Pay: $17.95-$18.50 per hour

Expected hours: 40.0 per week

Benefits:

• Extended health care
• Paid time off

Ability to commute/relocate:

• Toronto, ON M4S 3B2: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Are you available to work a fully in-person schedule from 11:30 AM–8:00 PM, Tuesday to Saturday, with consistent afternoon, evening, and weekend availability?
• Do you have hands-on experience with billing, invoicing, payment processing, insurance claims, accounts receivable, or related financial administration?
• Do you have experience communicating directly with patients/clients regarding billing, payments, invoices, insurance claims, or other healthcare administrative matters?
• Do you have previous experience with healthcare billing, insurance direct billing, or OHIP billing?

Experience:

• hands-on EMR/EHR system in a healthcare or clinical setting: 2 years (required)

Work Location: In person