Experienced Clinic Administrator — Private Therapy Practice

Aria Integrated Care Inc. | Greater Vancouver, BC
Pay: $19–$23 CAD/hour, based on experience
Hours: Full-time preferred; part-time considered initially
Location: Remote initially, with occasional local equipment deliveries
Start: As soon as possible

About Us

Aria Integrated Care is a growing private practice offering speech-language therapy, occupational therapy, and behavioural services to children and families across Greater Vancouver.

We are seeking an experienced administrator who knows how a private therapy practice operates and can confidently manage scheduling, billing, funding, and family communication. We welcome someone who takes initiative and brings practical ideas for keeping a growing practice organised.

What You’ll Do

- Manage Jane App: Coordinate appointments, recurring bookings, cancellations, waitlists, intake forms, and clinician availability.
- Support families and clinicians: Respond to enquiries, follow up on paperwork, coordinate referrals, and communicate scheduling changes.
- Manage billing: Prepare and review invoices and receipts, track payments and outstanding balances, reconcile accounts, and follow up on billing discrepancies.
- Coordinate funding: Use the Autism Funding Service Provider Portal, track authorisations and funding balances, monitor expiry dates, and follow up on outstanding claims. Support other funding sources, including the At Home Program, Variety, and CKNW Kids’ Fund, as applicable.
- Improve administrative systems: Maintain accurate records, spreadsheets, checklists, and workflows. Identify gaps and suggest ways to improve organisation and efficiency.
- Support outreach: Prepare approved outreach emails to schools, daycares, clinics, and community organisations, and track responses and follow-up.
- Coordinate equipment: Track therapy materials loaned to clinicians and occasionally drive to pick up or deliver equipment for home-based sessions.

What We’re Looking For





- Previous administrative experience in a private therapy, rehabilitation, or allied health practice.
- Hands-on proficiency with Jane App, including scheduling and billing.
- Experience with the BC Autism Funding Service Provider Portal and funding administration.
- Strong skills in invoicing, payment tracking, and following up on outstanding accounts.
- Clear, professional written and verbal communication.
- Excellent attention to detail, organisation, and follow-through.
- Ability to work independently, prioritise tasks, and suggest improvements.
- Confidence using spreadsheets, shared documents, and online systems.
- A private workspace, reliable internet, and availability during agreed daytime hours.
- A valid driver’s licence, access to a reliable vehicle, and willingness to make occasional equipment deliveries within Greater Vancouver.

Experience with the At Home Program, Variety, CKNW Kids’ Fund, paediatric services, or setting up practice systems would be an asset.

Work Arrangement

This is an hourly paid position based on actual hours worked. Full-time availability is preferred, but we are open to starting part-time.

The role will begin remotely. When our Greater Vancouver clinic space opens, in-person or hybrid work may be required. Continued remote work may be considered based on performance and practice needs. Applicants should be based within commuting distance of Greater Vancouver.

How to Apply

Apply through this posting or email your resume to [email protected] with the subject line Clinic Administrator Application — [Your Name].

Please briefly describe:

- Your private practice, Jane App, and funding administration experience.
- Your preferred weekly hours and earliest start date.
- Your location and availability for occasional local driving and future in-person work.

We welcome applicants from diverse backgrounds.

Pay: $19.00-$23.00 per hour

Expected hours: 10.0 – 40.0 per week

Benefits:

- Versatile schedule
- On-site parking

Work Location: Hybrid remote in Burnaby, BC

📌 Experienced Clinic Administrator — Private Therapy Practice (Burnaby)
🏢 Aria Integrated Care
📍 Burnaby