Overview
Mindful Connections Therapy · North York, ON

We're a growing group psychotherapy practice supporting clients across Ontario, including people recovering from motor vehicle accidents. We're looking for a reliable, organized coordinator to look after our clients from the first call through ongoing treatment, and to own our MVA files from intake to insurer approval.

This role is for someone who follows through without reminders, stays on top of deadlines, and uses good judgment.

What you'll do

Client care and scheduling

- Answer and return client calls, and book, reschedule and confirm appointments in Jane
- Book free consultations, and follow up with clients afterwards to help them get started
- Match new clients with the right therapist
- Support client retention: check in with clients who've paused or missed sessions, and run re-engagement outreach
- Help clients complete intake forms by phone when they need support

MVA files

- Call new referrals, review consent forms, and book pre-screens in Jane
- Prepare and submit OCF-18s through HCAI, and coordinate signatures through Adobe Sign
- Contact adjusters for funding checks, and follow up on approvals and deadlines
- Keep lawyers and referral partners updated on each file's status
- Coordinate schedules and documents with our clinicians and consulting psychologists

Records and tracking

- Keep our Excel trackers (MVA files, client follow-ups, invoices and payments) accurate and up to date the same day
- Keep every file current in Jane

What we're looking for





- Experience with OCF-18s, HCAI and Ontario auto insurers
- Strong Excel skills for tracking and organizing data
- Experience scheduling and booking in a healthcare or clinic office; Jane App is a strong asset
- Strong organizational skills and attention to detail
- Proven follow-through: you close every loop, track your own follow-ups, and flag problems early
- A clear, warm phone manner, and comfort making follow-up and outreach calls
- A strong understanding of client privacy (PHIPA)

Details

- Part-time, independent contractor
- Remote to start, with the possibility of in-person work at our North York office in the future
- Monday to Friday, 1:00–5:00 p.m EST, about 20 hours/week to start, with potential to grow to full time
- $21–$23/hour

How to apply

Apply through Indeed with your resume and a short cover letter. Start your cover letter with the words "MVA Coordinator," and in 3–4 sentences, tell us about a time you caught a mistake or a missed deadline before it became a problem.

Applications without a cover letter that follows these instructions won't be reviewed.

Pay: $21.00-$23.00 per hour

Application question(s):

- Are you available Monday to Friday, 1:00–5:00 p.m?
- Do you have hands-on experience submitting OCF-18s through HCAI?
- This role starts remote, but it may move to in-person at our North York office in the future. Would you be able to commute to North York if it does?

Work Location: Hybrid remote in North York, ON M2K 2W1

📌 Medical Administrative Coordinator – MVA (HCAI/ (North York)
🏢 Mindful Connections Therapy
📍 North York