Relieve Counselling is looking for a warm, organized, and dependable Virtual Practice Operations Manager to support the day-to-day operations of our growing group counselling practice long-term. This is a remote, independent contractor position. We are looking for someone who works well independently, takes initiative, communicates professionally, and enjoys keeping people and systems organized.

Availability & Flexibility

This is not a traditional 9–5 role. Our counselling practice operates approximately 9:00 a.m.–9:00 p.m., seven days a week, so small administrative needs may arise at different points throughout the day. The role offers flexibility in how work is completed, but requires consistent responsiveness and general availability throughout the week, including some evenings and weekends.

Some days may involve a dedicated block of administrative work, while others may involve a few brief tasks throughout the day, such as answering a client call, responding to an inquiry, or processing a payment.

The ideal contractor has a schedule that allows them to respond to time-sensitive matters within a reasonable timeframe and communicates proactively when unavailable.

Main Responsibilities

Client Care & Onboarding

- Respond to new client inquiries by phone and email.
- Help match prospective clients with an appropriate counsellor.
- Guide clients through intake, onboarding, insurance, and payment processes.
- Follow up with prospective and existing clients when appropriate.
- Support referrals, waitlists, and continuity of care.
- Answer general questions about services, fees, policies, and insurance.

Appointments & Scheduling
- Book, reschedule, and cancel appointments.
- Manage practitioner calendars, availability, recurring bookings, and waitlists.
- Help fill cancellations and open appointment times.




- Maintain accurate client and appointment information in Jane.
- Communicate scheduling and cancellation policies clearly and professionally.

Billing & Financial Administration
- Process invoices, payments, and insurance/direct-billing claims.
- Monitor outstanding balances and send payment reminders.
- Track rejected or outstanding insurance claims.
- Reconcile payments and maintain accurate administrative records.
- Assist with counsellor invoice and compensation reconciliation.

Team & Practice Operations
- Provide administrative support to the Clinic Owner and counselling team.
- Maintain clinic forms, procedures, templates, and internal systems.
- Assist with onboarding new counsellors.
- Coordinate counsellor schedules and availability.
- Support administrative documentation and practice operations.
- Help identify ways to improve systems and workflows.
- Create occasional social media content for Instagram.

What We’re Looking For The ideal contractor is:
- Highly organized, detail-oriented, and reliable.
- Versatile, responsive, and able to manage their own workflow
- Warm and professional when communicating with clients.
- Comfortable taking initiative and managing multiple ongoing tasks.
- Able to work independently and recognize when something needs to be escalated.
- Comfortable speaking with clients who may be distressed or sharing sensitive personal information.
- Comfortable reviewing information that may occasionally be emotionally difficult or disturbing.




- Confident handling confidential and sensitive information.
- Tech-savvy and able to learn new systems quickly.
- A strong written communicator.
- Comfortable working as an independent contractor and managing the responsibilities associated with self-employment.
- Proficient using Jane App
- Experience with counselling or healthcare administration, insurance/direct billing, or group-practice administration is considered an asset.

About Relieve Counselling Relieve Counselling is a group counselling practice focused on compassionate, relationship-based care. We value warmth, professionalism, collaboration, communication, and creating an environment where both clients and counsellors feel supported. At the heart of our practice is authenticity.

We believe that the person you meet outside the therapy room is the same person you meet inside it. Our counsellors aim to be genuine, approachable, and human in the way they connect with clients and with one another. The name Relieve reflects the purpose behind our work: to ease, lessen, or help take away a burden.

Our goal is to help people feel less alone in what they are carrying and to create space for support, understanding, and meaningful change.

Pay: $25.00-$35.00 per hour

Expected hours: 6.0 – 14.0 per week

Benefits

- Flexible schedule

Application question(s):
- This role requires someone who can provide responsive administrative support throughout the week, including occasional evenings and weekends as needed. Are you able to offer this level of flexibility?
- Are you currently an independent contractor?
- Are you proficient with using the Jane app?
- Are you looking for a long-term position?

Experience:
- Administrative: 2 years (preferred)

Work Location: Remote

📌 Clinic Practice Manager (Vancouver)
🏢 Relieve Counselling
📍 Vancouver