Medical Office jobs in Thunder Bay, ON

Kindful Psychology: Clinic Receptionist – Part-Time

Company Description

Kindful Psychology is a professional psychology practice offering high-quality psychological services, including psychological assessment, individual therapy, couples therapy, and group therapy. Our services are evidence-based, inclusive, trauma-informed, and grounded in fostering self-compassion.

We believe it is important to practice what we teach and strive to create a balanced, cooperative, and supportive workplace where our therapists and staff feel valued and supported in the important work they do.

About the Position

Kindful Psychology is seeking two warm, organized, and dependable part-time Clinic Receptionists to assist with the day-to-day organization and efficiency of our clinical operations.

Hours: Approximately 21 hours per week
Schedule: Three 7-hour shifts per week
Compensation: $20–$25/hour, depending on education and experience
Positions available: Two part-time positions

Our receptionists work within a shared coverage model. Both receptionists are cross-trained in the clinic's core administrative functions so that clients and clinicians receive consistent support throughout the week. One receptionist may take primary responsibility for particular processes, such as billing and WSIB administration, while the other is trained to provide coverage when needed.

Key Duties & Responsibilities

• Manage client intake processes for individual, couples, group, and assessment services
• Respond to telephone, email, website, and other client inquiries in a warm and professional manner
• Complete intake calls and assist prospective clients in connecting with appropriate clinicians and services
• Manage the client waitlist and communicate with therapists regarding availability
• Schedule, reschedule, and manage client appointments
• Maintain clinician schedules and support the effective use of clinic office and group spaces
• Manage client demographic, contact, referral, and insurance information
• Process payments and issue receipts
• Complete billing and invoicing, including third-party and WSIB billing
• Maintain accurate clinical financial and billing information and follow up on outstanding accounts or billing issues as required
• Upload, organize, and maintain documents within the clinic's electronic medical record system (Jane App)
• Support clinicians with routine administrative requests, including rescheduling, emailing, faxing, and phone calls
• Monitor and respond to the clinic's general email inbox and voicemail
• Maintain accurate and confidential client records
• Communicate with referral sources, insurers, WSIB, and other third parties as required
• Assist with marketing and communication related to clinic services, groups, and workshops as needed
• Complete routine office and administrative tasks that support the smooth day-to-day operation of the clinic
• Work collaboratively and effectively with the other Clinic Receptionist to ensure continuity of coverage and effective handoffs
• Provide coverage for the other receptionist when reasonably possible during vacation, illness, or other absences
• Follow established clinic procedures, privacy requirements, and administrative processes
• Complete additional administrative tasks as assigned by the Clinical Director

Qualifications

• Post-secondary diploma or undergraduate degree preferred
• Previous reception, administrative, medical office, or customer service experience preferred
• Experience working in a mental health or healthcare setting is an asset
• Strong computer skills and comfort using programs such as Microsoft Office and Google Workspace
• Experience with Jane App or other practice-management software is an asset
• Experience with QuickBooks, billing, WSIB, or third-party insurance processes is an asset
• Excellent written and verbal communication skills
• Excellent interpersonal and customer service skills
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and priorities in a busy clinical environment
• A high degree of professionalism, discretion, and integrity when handling confidential information
• Good judgment and the ability to follow established procedures independently
• Comfortable learning new systems and processes
• Reliable and consistent attendance
• Friendly, kind, cooperative, and able to work effectively as part of a team
• Self-directed and willing to learn

Our Shared Reception Model

Both Clinic Receptionists share responsibility for the clinic's core day-to-day administrative functions. Rather than dividing clients or routine responsibilities between positions, the receptionist working that day manages current inquiries, intake, scheduling, client communication, and administrative needs.

The positions are intentionally cross-trained to provide continuity and reliable coverage. While one receptionist may have primary responsibility for certain functions, both will be trained in essential processes so that clinic operations can continue smoothly during vacation, illness, or other absences.

Job Type: Fixed term contract

Pay: $20.00-$25.00 per hour

Application question(s):

• Do you reside in Thunder Bay, Ontario and are you legally eligible to work in Canada?

Work Location: In person