Innovative Occupational Therapy Services is an established Canada-wide firm servicing various population. Our highly skilled team of occupational therapists provides both direct and virtual assessment and intervention services. We pride ourselves on providing client-centered, timely, and cost-effective assessment and treatment services with excellent outcomes in the areas of maintaining or improving health, promoting independence, and reducing the risk of health deterioration.
Location: Remote
Reasons to Join Innovative Occupational Therapy Services!
- Competitive Pay
- Benefits (Vision, Dental, LTD, travel insurance, prescription, $500 per paramedical service)
- Vacation Pay
- Room for advancement as we grow!
Position Summary
The Document Release Administrator is responsible for the accurate, timely, and compliant preparation and distribution of clinical documents on behalf of therapists within the practice. This role manages the full lifecycle of document releases — from templating and formatting through to secure delivery via email and fax — at a volume of approximately 25–30 documents per day. The administrator works closely with the finance team to ensure all releases are properly invoiced and serves as a key point of contact for insurers, legal professionals, and external therapists.
Key ResponsibilitiesDocument Preparation & Release
- Prepare, format, and template therapist letters and clinical reports using Microsoft Word, ensuring consistency with practice standards and branding.
- Convert finalized documents to PDF using Adobe Acrobat, applying password protection and security settings in accordance with privacy and confidentiality requirements.
- Manage the full release workflow for 25–30 documents per day, maintaining accuracy and meeting established turnaround timelines.
- Review all documents prior to release for completeness, accuracy, and appropriate authorization (signed consent/release forms).
- Maintain organized records of all documents released, including date, recipient, method of delivery, and associated client/file reference.
Distribution & Communication
- Release documents securely via email and fax to insurers, legal representatives, and external therapists.
- Confirm receipt of documents where required and follow up on outstanding or failed transmissions.
- Respond professionally to inquiries from recipients regarding document requests and release status.
- Adhere strictly to applicable privacy legislation (e.g., HIPAA or relevant regional regulations) in all communications and document handling.
Finance Coordination
- Collaborate with the finance team to ensure an invoice is generated for each document release, in accordance with the practice's fee schedule.
- Track releases against invoicing records to identify and resolve any billing discrepancies or missed charges.
- Flag unbilled releases and liaise with finance to ensure timely and accurate invoicing.
- Maintain a daily release log that supports financial reconciliation and audit trails.
Systems & Organization
- Maintain an efficient, well-organized filing system (digital and/or physical) for all release documentation, authorizations, and correspondence.
- Use Adobe Acrobat proficiently for PDF conversion, editing, redaction (where applicable), and document security.
- Utilize Microsoft Word to apply and maintain document templates, formatting, and style guides.
- Identify and recommend process improvements to increase efficiency and reduce turnaround times.
Skills & Qualifications
Required
- Minimum 2 years of administrative experience, preferably in a healthcare, legal, or clinical setting.
- Advanced proficiency in Microsoft Word, including use of templates, styles, and formatting.
- Proficiency in Adobe Acrobat for PDF creation, password protection, and document management.
- Strong understanding of confidentiality obligations and document security best practices.
- Excellent attention to detail with a strong commitment to accuracy.
- Ability to manage high document volumes while maintaining quality and meeting deadlines.
- Strong organizational and time-management skills with the ability to prioritize effectively.
- Professional written and verbal communication skills.
Preferred
- Experience working in a mental health, allied health, or medical practice.
- Familiarity with medical or clinical terminology.
- Experience with fax management platforms or secure document delivery systems.
- Knowledge of relevant privacy legislation (e.g., HIPAA, PHIPA, or equivalent).
- Experience coordinating with finance or billing teams.
Key Competencies
- Accuracy & Attention to Detail — Releases are reviewed thoroughly before distribution; errors are identified and corrected prior to sending.
- Time Management & Efficiency — Consistently meets daily release targets without compromising quality.
- Confidentiality & Discretion — Handles sensitive clinical information with professionalism and strict adherence to privacy protocols.
- Accountability — Takes ownership of the full release cycle, including follow-through on invoicing and delivery confirmation.
- Collaboration — Works effectively with therapists, the finance team, and external stakeholders.
Working Conditions
- Office-based role with regular use of computer, fax, and telephone equipment.
- High-volume, deadline-driven environment requiring consistent daily output.
- Exposure to sensitive and confidential clinical information.
Salary Range:
Given applicants will be of variable backgrounds for this position, compensation will be discussed at the time of interviewing based on skill level, experience and education.
We are excited to fit the right fit for our team. If you possess these qualifications, we welcome your application.
Check us out! Innovativeot.com
Job Type: Full-time
Pay: $20.00-$26.00 per hour
Benefits:
- Casual dress
- Dental care
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
Work Location: Remote
