JOB DETAILS

Job Title: Medical Office Administrator (MOA)
Status: Casual

Schedule: Between Monday – Friday, 8:00 a.m. – 4:00 p.m.

Location: On-site at The Newly Institute Fredericton Clinic (#6, 5 Acorn Street, Fredericton, NB )

ABOUT THE NEWLY INSTITUTE

The Newly Institute was founded to provide long-lasting change within the mental health industry, our community, and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual treatment model with medically managed therapies, our intensive outpatient programs provide rapid access, rapid resolution, and rapid return to work and healthy lifestyle programs for anxiety, depression, addiction, post-traumatic stress disorder (PTSD), trauma, and chronic pain.

We have an opportunity for a casual Medical Office Administrator to support our innovative, purpose-driven, and multi-disciplinary clinical team.

WHY JOIN THE NEWLY INSTITUTE?

At The Newly Institute, you'll join a collaborative team that is passionate about transforming mental health care. We believe exceptional client care starts with supporting our people, which is why we invest in professional growth, meaningful work, and a workplace where everyone feels valued.

Our comprehensive total rewards package includes:

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- Professional development opportunities

- Regular team and community engagement events

- A welcoming, collaborative, and inclusive workplace

WHAT YOU WILL DO

Reporting to the Manager of Clinical Services, you will support our clients, clinicians, and clinic operations in a diverse role.



From providing exceptional client service and managing day-to-day administrative needs to coordinating invoicing with funders, you’ll help ensure both our clients and our team have a smooth experience. You’ll work in a fast-paced environment as an integral member of a dynamic multidisciplinary team, while sharing our core values of communication, community, excellence, health, and innovation.

Accountabilities

Client Service:

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- Answer multi-line phone system and emails to ensure well timed communication with clients, community partners, and potential inquiries.

- Prioritize and respond to phone calls, voicemails, and emails in a timely manner. Disseminating information as necessary.

- Book and manage client appointments, including virtual appointments.

- Collaborate with clinical team/Manager to ensure the completion and booking of all client appointments, and processes.

- Collaborate with administration and clinical teams ensure up-to-date schedule changes, and bookings.

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- Welcome and orient clients to clinic space, providing high-quality customer service.

Finance Administrative Accountabilities:

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- Develop IOP/Flex/Top Up and other private client payment plans, indicating payer, payment amount, method, interval,



and dates.

- Update and revise of revenue tracking sheet to accurately reflect monthly payments of clients in IOP, Flex, and other private programs.

- Complete timely and accurate billings including WCB and AHCIP. Ensuring accurate payment, and resolution of rejected bills.

- Invoice clients and funders in Flex/IOP programs timely and accurately. Track payments, with follow-up as needed.

General Administrative Accountabilities:

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- Complete opening and closing duties, as required.

- Develop, maintain, and distribute client and clinical schedules such as WCB client IOP/Flex clients, physician schedules and absences, clinician schedules and absences.

- Develop and maintain of client files and associated information and documents in both EMR and shared drive. This includes but is not limited to WCB S Filters, referrals, historical documentation, and other supporting documentation and information.

- Prepare and distribute clinical documents such as WCB reporting, IOP/Flex discharge summaries, prescriptions, doctor’s notes, and other associated documents.

- Handle and distribute mail.

- Prepare monthly data submissions.

- Fax, scan, shred, and photocopy documents.

- Oversee ordering of office equipment and supplies.

Technical Accountabilities:

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- Book virtual meeting and appointments, as required.

- Ensure client have access to online services.

Other responsibilities related to the role and scope of work may be assigned.

WHAT YOU BRING

Experience

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- A minimum of two years o

📌 Medical Office Administrator (Canada)
🏢 Newly
📍 Canada