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Intake Coordinator (Independent Contractor)

Location: Hybrid – London, Ontario
Hours: Preferred availability Monday to Friday, 12:00 p.m. – 3:00 p.m., plus one evening per week (4:00 p.m. – 7:00 p.m.)
Work Arrangement: Work from home three days per week and in-office two days per week.

Join Our Team!

At Talk Therapy Services, we are a collaborative team of social workers, psychotherapists, and behaviour analysts dedicated to providing compassionate, high-quality care to children, adolescents, adults, couples, and families. We are looking for a positive, organized, and detail-oriented Intake Coordinator who enjoys helping others and wants to make a meaningful impact on each client's experience from their very first interaction with our clinic.

If you thrive in a fast-paced environment, love staying organized, enjoy supporting individuals and families, and take pride in creating a welcoming space, we'd love to hear from you!

Responsibilities

• Schedule client appointments accurately using Jane Practice Management software.
• Respond professionally to phone calls, emails, and client inquiries.
• Complete new client intake and onboarding processes.
• Verify insurance information and assist with direct billing inquiries.
• Maintain accurate electronic health records and client documentation.
• Ensure confidentiality of all client information in accordance with PHIPA.
• Coordinate with clinicians to facilitate smooth scheduling and efficient clinic operations.
• Assist with insurance claims, outstanding authorizations, and payment follow-up.
• Support general administrative duties, including filing, scanning, faxing, and document management.
• Create and maintain administrative documents, spreadsheets, and marketing materials using Google Workspace, Microsoft Excel, and Canva.
• Maintain a clean, tidy, organized, and welcoming office environment, including reception areas, offices, and shared spaces, ensuring the clinic is professional, comfortable, and inviting for clients, families, and staff.
• Collaborate with the clinical team to support an exceptional client experience.
• Contribute to ongoing improvements in clinic operations and administrative processes.

Qualifications

We're looking for someone who is:

• Exceptionally organized with outstanding attention to detail.
• Positive, friendly, and brings great energy to our team.
• Compassionate, professional, and enjoys working with individuals and families.
• Takes pride in maintaining a clean, organized, and welcoming workspace.
• Able to work independently while collaborating effectively with a multidisciplinary team.
• Comfortable managing multiple priorities in a fast-paced environment.
• A strong communicator with excellent customer service and professional phone etiquette.
• Committed to maintaining confidentiality and PHIPA compliance.
• Proactive, resourceful, dependable, and eager to learn.

Required Skills & Experience

• Proficiency with Google Workspace (Docs, Sheets, Gmail, Drive)
• Strong Microsoft Excel skills
• Experience using Canva
• Excellent computer and typing skills
• Ability to learn new software quickly
• Strong organizational and time management skills
• Previous experience working in a healthcare, counselling, or medical office is considered an asset, but is not required.

What We Offer

• A flexible hybrid work environment.
• Work from home three days per week and in-office two days per week.
• A supportive, collaborative, and welcoming multidisciplinary team.
• An opportunity to make a meaningful difference in the lives of individuals and families.
• Ongoing training and support.
• A positive workplace culture that values teamwork, professionalism, compassion, and continuous growth.

How to Apply

Please submit:

• Your resume
• A cover letter explaining why you believe you would be a great fit for our team.
• Email your resume and cover letter to admin@talktherapyservices.ca

Attention to Detail: To demonstrate that you have carefully read this posting, please include the word "Summer" somewhere in your cover letter.

We thank all applicants for their interest in joining Talk Therapy Services. Only those selected for an interview will be contacted.

Job Type: Part-time

Pay: $18.00-$20.00 per hour

Work Location: Hybrid remote in London, ON N6P 1B1