About Us

We are a primarily virtual mental health care practice committed to providing anti-oppressive, trauma informed, and culturally responsive counselling and assessment services across Canada.

The Role

We are seeking a proactive, highly organized, and detail-oriented Medical Office Assistant to join our team. You will play a central role in supporting both clients and clinicians, ensuring smooth operations, and contributing to a growing virtual clinic. This position is ideal for someone who thrives in a fast-paced environment, enjoys problem-solving, and is motivated to grow with the team long term.

Key Responsibilities

Client Support & Intake

- Answer phone calls, and respond promptly to emails, messages, phone calls, emails, and inquiries.
- Manage client intake processes, including communicating and explaining available services, sending and following up on forms and other intake documentation, booking, rescheduling and confirming appointments and updating clinicians as needed.
- Maintain accurate client records in compliance with privacy legislation and clinic policie and procedures.
- Assist with scheduling and follow-up to support clinician caseloads efficiently.

Clinician Support & Administration

- Provide administrative support to clinicians, including managing electronic documentation, onboarding paperwork, third party communications and coordination, and maintaining clinician records.
- Track and maintain clinician credentials, insurance, practice permits, and certifications to ensure all documentation is current for compliance and billing purposes.
- Support client-therapist matching by understanding clinician specialties, availability, and preferences.
- Assist with clinician engagement initiatives, including coordinating team events, professional development sessions, and trainings.

Office Operations & Communications Support

- Submit and track prior approval requests
- Support clients with understanding billing options and processes, and collaborate with our billing support team
- Assist with ad-hoc administrative tasks as needed to support clinic operations.




- Respond to and support community engagement initiatives and networking opportunities.

Qualifications & Experience

- Experience in medical office administration
- Familiarity with health care billing processes, insurance claims, and government health programs (eg NIHB, FNHA, WCB, and more) preferred.
- Strong organizational, communication, and multitasking skills.
- Comfort with virtual office technology and scheduling software (EHR systems, telehealth platforms, secure email).
- Experience with Google Workspace
- Direct lived experience with Indigenous communities is considered an asset.
- Self-motivated, dependable, and able to work independently.
- Fluency in other languages in addition to English is an asset

Work Schedule & Location

- Full-time Monday to Friday 8am PST - 4pm PST
- Fully remote, with the exception of possible occasional in-person meetings in North Cowichan as needed.

Why Join Our Team?

- Be part of a growing, trauma-informed, and culturally responsive mental health clinic.
- Contribute to meaningful work supporting individuals and communities.
- Enjoy a collaborative and supportive virtual work environment.
- Initial orientation/onboarding includes hands on training on clinic software, policies and procedures etc. and ongoing opportunities for in person support

Vacation and sick leave entitlements comply with BC Employment Standards.

How to Apply

Please submit your resume and a brief cover letter highlighting your experience in:

- Medical office administration and client care
- Supporting Indigenous or diverse communities
- Remote or virtual work

Email: [email protected]. Please address your cover letter to Silvia Eleftheriou, LPsych

We appreciate all applicants’ interest in joining our team. Due to volume,



we’ll only contact those selected for an interview. Thank you for understanding.

Pay: From $24.00 per hour

Benefits

- Company events
- Extended health care
- On-site parking
- Paid time off

Application question(s):
- How would people describe you
- This role involves confidential mental health information. Are you familiar with privacy regulations? What would you do if a relative of a client calls into the clinic asking to update the payment method or confirm the next appointment on behalf of the client?
- Please briefly describe any experience you have working with Indigenous clients, communities, or organizations. Describe your experience with mental health advantages programs: FNHA and NIHB.
- Rate your proficiency with administrative tasks such as answering calls, managing calendars, sending forms, and maintaining electronic records. Provide rationale for your rating.
- This position involves managing many moving pieces at once, between emails, voicemails, phone calls, texts and faxes. In your MOA experience, how do you organize and prioritize tasks to ensure high quality client care and smooth practice operations
- What is your expected hourly rate? Provide rationale
- Please describe your experience working in health care/medical office assistance. What kind of role(s) have you worked in, what do you feel are your transferrable skills that would make you a good candidate for this position?
- Describe your experience with virtual practice management software, and video conferencing tools such as Jane or Owl Practice. If a client is having trouble logging into their session, what would you do?
- Are you looking for a long-term position? What are your long term goals

Experience:
- Adobe Acrobat (PDF editing, e-signing, form creation): 1 year (required)
- Google Suite (Docs, Sheets, Drive): 1 year (required)
- MOA client care (scheduling, phone call, email handling): 1 year (required)
- medical/mental health office administration: 2 years (required)

Location:
- Duncan, BC (required)

Work Location: In person

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