Billing Administrator

Reports to: Regional Operations Manager

About NuVista

NuVista Mental Health is a national network of mental health clinics serving communities across Canada. With locations from coast to coast and a growing portfolio of specialized sub-brands, NuVista is committed to accessible, evidence-based, and patient-centred care.

The Opportunity

The Billing Administrator will support NuVista’s growing programs by ensuring billing, insurance submissions, payment reconciliation, accounts receivable follow-up, and related administrative processes are completed accurately and efficiently.

This role works closely with Client Care Coordinators, Clinical Teams, Finance, and Operations to support smooth revenue cycle processes while contributing to a professional and client-centred experience.

This role is responsible for:

Key Responsibilities

• Process client invoices.
• Review treatment schedules and completed appointments to ensure accurate billing.
• Validate billing information against treatment records.
• Generate and distribute invoices in accordance with organizational policies.
• Monitor and resolve billing discrepancies promptly.

• Monitor outstanding balances and accounts receivable aging reports.
• Follow up with clients regarding overdue balances in a professional and compassionate manner.
• Document collection activities and payment arrangements.
• Escalate complex billing concerns to leadership as appropriate.
• Support monthly AR review and recovery initiatives.

• Submit and track claims for Veterans Affairs Canada (VAC), Medavie Blue Cross, and other third-party payors.
• Verify coverage requirements and supporting documentation.
• Follow up on outstanding claims and payment delays.
• Maintain accurate records of claim submissions and reimbursement status.
• Process billing (federal/private insurance) and collect payments

• Reconcile daily, weekly, and monthly payments received through multiple payment methods.
• Review payment reports and investigate discrepancies.
• Assist with month-end billing reconciliation and reporting.
• Ensure accurate financial records are maintained.

• Generate billing, collections, and accounts receivable reports.
• Maintain billing trackers and supporting documentation.
• Identify trends, errors, and process improvement opportunities.
• Support operational audits and quality assurance initiatives.
• Assist with special projects related to clinic operations, revenue cycle management, and program growth

Scheduling, Coordination, & Clinic Flow

• Manage reception (greeting, check-ins/outs, welcoming environment)
• Handle phone calls and emails professionally and promptly
• Monitor client arrivals and support clinic flow
• Perform accurate data entry and maintain digital records
• Handle documentation, forms, scanning, and correspondence
• Follow SOPs and uphold confidentiality and professional standards

Qualifications

Core Competencies