Important Qualification:

Required Experience:

- Previous hands-on experience in a healthcare, medical, or clinical administrative environment.
- Hands-on experience using an EMR/EHR system.

About Us: Possibilities Clinic is a forward-thinking, multidisciplinary group practice specializing in comprehensive assessments, diagnoses, and treatments. Our focus on Neurodevelopmental Diversity means clients across the lifespan seek our diagnostic and treatment services for ADHD, Learning Disabilities, Autism, and associated mental health concerns such as anxiety, trauma, and depression.

Position Overview

Possibilities Clinic is looking for a warm, welcoming, and highly dependable In-Clinic Care Team Support team member to help create a positive experience for patients, families, clinicians, and visitors at our Toronto clinic.

This is a fully in-person role with two core responsibilities:

- In-clinic front desk support (primary): As one of the first points of contact for patients arriving at the clinic, you will make patients and families feel welcomed, comfortable, and supported, and keep the clinic running smoothly day-to-day.
- Care Team support (secondary): During quieter periods in the clinic, you will support our remote Care Team with client communications, bookings, and administrative tasks. You will be trained and aligned to support a specific stream of the Care Team, and you will also cross-train across streams so you can float and provide coverage on the Care Team where it is needed most.

The ideal candidate is naturally friendly and approachable, communicates professionally in person, by phone, and in writing, and enjoys helping people. You should be comfortable moving between front-desk duties and Care Team tasks throughout a shift, responding to requests from clinicians and staff, and taking initiative when something needs attention. This position is best suited to someone who enjoys being an active, visible presence in the clinic and who likes variety in their day.

Key Responsibilities

1. In-Clinic & Front Desk Support (Primary Duties)

- Support front-desk operations, including patient check-in, phone inquiries, and routine administrative needs.
- Provide hands-on onsite support to clinicians and staff and respond to day-to-day clinic needs.
- Coordinate clinic room usage and help keep waiting areas,



shared spaces, and clinical areas organized and ready for use.
- Support routine administrative and scheduling tasks using the clinic’s EMR and other systems.
- Monitor clinic supplies and assist with facilities, maintenance, deliveries, and other operational needs.
- Respond calmly and professionally to onsite concerns and escalate issues when appropriate.
- Maintain patient confidentiality and follow clinic policies, privacy requirements, and established procedures.

2. Care Team Support (Secondary Duties) During periods of lower in-clinic volume, provide support to the remote Care Team, including:

- Supporting an assigned stream of the Care Team with its day-to-day client communications and administrative tasks.
- Responding to client inquiries by email, phone, and live webchat about the clinic’s services.
- Assisting clients with booking, rescheduling, and cancelling appointments.
- Assisting clinicians with inquiries related to their bookings and online availability.
- Supporting clients with form and documentation requests, and coordinating with treatment providers as needed.
- Developing a working knowledge of the clinic’s services and providers so you can give clients accurate, helpful information.
- Participating in cross-training across Care Team streams and providing floater coverage across streams as needed.

Qualifications

- 2+ years of administrative experience in a healthcare, medical, mental health, allied health, or clinic setting.
- Hands-on experience using an EMR/EHR system in a healthcare or clinical environment.
- Comfortable working a fully in-person schedule, including evenings and Saturdays.
- Excellent communication, interpersonal, and customer service skills.
- Experience communicating directly with patients/clients in person, by phone, and by email in a professional healthcare or clinical setting.




- Ability to switch between in-person and phone/email/chat tasks and prioritize as clinic needs change.
- Demonstrated ability to manage confidential patient information with discretion and accuracy.

Preferred:

- Previous experience in a mental health, psychology, psychiatry, or multidisciplinary healthcare setting.
- Post-secondary education in healthcare administration, mental health, psychology, business administration, or a related field.
- Previous front-desk, reception, or other patient-facing experience in a healthcare setting.
- Experience with appointment booking, client intake, or patient service coordination.

What We Offer:

- Group perks eligibility after 3 months of employment.
- RRSP employer matching available after 6 months of employment.
- Cross-training and exposure to multiple areas of clinic operations.
- Opportunity to work within a multidisciplinary healthcare environment.

Schedule:

- Tuesday to Friday, 11:30 AM–8:00 PM
- Saturdays, 8:30 AM–5:00 PM
- 40 hours per week
- Occasional schedule flexibility may be required to provide operational coverage

We thank all applicants for their interest. Only candidates selected for further consideration will be contacted. Accessibility: Possibilities Clinic is committed to providing an inclusive and accessible recruitment process. Accommodations are available upon request throughout the recruitment process.

Pay: $17.95-$21.00 per hour

Expected hours: 40.0 per week

Benefits

- Extended health care
- Paid time off
- RRSP match

Ability to commute/relocate:
- Toronto, ON M4S 3B2: reliably commute or plan to relocate before starting work (required)

Application question(s):
- Do you have hands-on experience using an EMR/EHR system in a healthcare or clinical setting?
- Do you have experience working in a patient-facing healthcare or clinical role, including welcoming and assisting patients and providing front-desk or in-clinic administrative support?
- Are you available to work fully in person Tuesday to Friday, 11:30 AM–8:00 PM, and Saturdays, 8:30 AM–5:00 PM?
- Do you have previous work or educational experience in mental health, psychology, psychiatry, or another healthcare/clinical setting?

Experience:
- Admin experience in a healthcare or clinical setting: 2 years (required)

Work Location: In person

📌 Evening In-Clinic Care Team Support – Healthcare Administration (Toronto)
🏢 The Possibilities Clinic
📍 Toronto