Job description:

**This is a fully in-person role based at our Toronto clinic and requires occasional Saturday availability. The schedule is Monday to Friday, 8:30 AM – 5:00 PM, with flexibility in weekly scheduling to accommodate occasional weekend coverage while maintaining a 40-hour work week.

About Us:

We are a forward-thinking, multidisciplinary group practice specializing in comprehensive assessments, diagnoses and treatments. Our focus in Neurodevelopmental Diversity means clients across the lifespan seek our diagnostic and treatment services for ADHD, Learning Disabilities, Autism and associated mental health concerns like 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.

In the clinic, this individual will provide front-line administrative support, including reception coverage, coordinating room usage, and maintaining an organized, welcoming environment. They will contribute to the smooth day-to-day flow of the clinic and uphold established processes and standards.

In addition, this role supports the Care Team with administrative tasks, 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, and collaborating with the Assessment Booking Team to improve workflows and overall patient experience.

This is a dynamic,



hands-on role ideal for someone who enjoys balancing in-person interaction with administrative responsibilities in a fast-paced healthcare setting.

Key Responsibilities:

Care Team Support – Front Desk Administration:

- Act as an on-site contact for day-to-day onsite 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 for in-person operations.
- Support clinic facilities, including room assignments, supply inventory, and coordination with vendors for maintenance or repairs.
- Lead efforts to enhance in-person patient experience, including creating a welcoming and efficient environment.
- Monitor on-site operational workflows and suggest improvements to increase efficiency in collaboration with the on-site team.

Care Team Support – Assessment Booking Administration:

- Coordinate assessment bookings by liaising with patients, clinicians, and internal teams via email and phone.
- Manage scheduling using our EMR system, ensuring accuracy and efficiency.
- Communicate with patients regarding appointment details, documentation requirements, and scheduling changes.
- Troubleshoot scheduling conflicts and problem-solving to optimize clinician availability.
- Maintain detailed and accurate records of appointment schedules, patient information and correspondence.




- Collaborate with the Assessment Booking Team to streamline processes and improve patient experience.
- Attend team meetings.

Qualifications:

- 1-3 year of experience in an administrative, customer service, healthcare support, or clinic operations role (experience in a medical or mental health setting preferred)
- Experience with appointment scheduling and/or appointment coordination with multiple providers is an asset (healthcare experience is preferred)
- Familiarity with EMR systems, scheduling tools, or similar software is preferred
- Robust attention to detail and ability to manage administrative tasks accurately in a fast-paced environment
- Excellent communication and interpersonal skills, with a strong focus on in-person patient and team support
- Comfortable working in a dynamic, team-based healthcare environment with shifting priorities
- Strong problem-solving skills and the ability to respond calmly and professionally to real-time operational needs
- High level of professionalism, discretion, and reliability when handling sensitive patient and financial information
- Comfortable working a fully in-person schedule with occasional weekend availability
- A bachelor’s degree is preferred, though equivalent experience will be considered

We look forward to hearing from you!

Pay: $17.60 per hour

Expected hours: 40.0 per week

Benefits:

- Extended health care
- Paid time off

Application question(s):

- Are you available to work a fully in-person schedule from 8:30am to 5pm with occasional Saturdays as required?
- This is a fully in-person role at our Toronto clinic. Are you able to reliably commute to and work on-site for all scheduled shifts?

Work Location: In person

📌 In-Clinic Care Team Support (Canada)
🏢 The Possibilities Clinic
📍 Canada