Medical Office Help 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 coordinating patient appointments and managing patient-related administrative workflows.

These are minimum qualifications for the position. Applicants must demonstrate relevant healthcare/clinical administrative experience and hands-on EMR/EHR experience 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 In-Clinic Care Team Support (CTS) team member plays a key role in supporting both in-clinic operations and Care Team administrative functions. 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 assessment booking support. This includes coordinating complex assessment bookings, managing schedules in the EMR system, liaising with patients and clinicians, resolving scheduling conflicts, maintaining accurate patient records, and collaborating with the Assessment Booking Team to improve workflows and overall patient experience.

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

Schedule:

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

The standard schedule is Monday to Friday, 8:30 AM–5:00 PM, with flexibility in weekly scheduling to accommodate occasional Saturday coverage based on clinic needs, 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 – Assessment Booking Administration

• Coordinate assessment bookings by liaising with patients, clinicians, and internal teams by email and phone.
• Manage complex appointment scheduling using the EMR system, ensuring accuracy and efficiency.
• Communicate with patients regarding appointment details, documentation requirements, scheduling changes, and other administrative needs.
• Troubleshoot scheduling conflicts and use sound judgment to optimize clinician availability.
• Maintain detailed and accurate records of appointment schedules, patient information, and correspondence.
• Coordinate scheduling requirements across multiple providers and internal teams.
• Collaborate with the Assessment Booking Team to streamline processes and improve the patient experience.
• Participate in team meetings and contribute to workflow and process improvement initiatives.

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 coordinating patient/client appointments and managing schedules for healthcare providers.
• Experience coordinating appointments involving multiple providers, complex scheduling requirements, or frequent scheduling changes.
• Strong experience communicating with patients/clients by phone and email in a professional healthcare or clinical setting.
• Demonstrated ability to manage confidential patient information with a high degree of discretion and accuracy.
• Strong administrative and organizational skills, with excellent attention to detail.
• Strong problem-solving skills and the ability to respond calmly and professionally to real-time operational needs.
• Ability to manage competing priorities and shifting demands in a fast-paced clinical environment.
• Excellent communication and interpersonal skills.
• High level of professionalism, discretion, reliability, and accountability.
• Comfortable working a fully in-person schedule with occasional Saturday availability.

Preferred:

• Previous experience in a mental health, psychology, psychiatry, or multidisciplinary healthcare setting.
• Post-secondary education in healthcare administration, mental health, psychology, business administration, or a related field.
• Experience supporting complex assessment, diagnostic, or treatment scheduling.
• 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:

• Monday to Friday, 8:30 AM–5:00 PM
• Occasional Saturdays as required based on clinic needs
• 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: $17.90-$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 8:30 AM to 5:00 PM, Monday to Friday, with occasional Saturdays as required?
• Do you have hands-on experience using an EMR/EHR system in a healthcare or clinical setting?
• Do you have hands-on experience coordinating patient/client appointments and managing schedules for healthcare providers?
• Have you coordinated appointments involving multiple healthcare providers, complex scheduling requirements, or frequent scheduling changes?
• Do you have previous work or educational experience in mental health, psychology, psychiatry, or another healthcare/clinical setting?

Experience:

• healthcare, mental health, allied health, or clinic setting: 2 years (required)

Work Location: In person