Focus Physiotherapy is a group of 6 rehibition clinics in the GTA. We are seeking a highly organized, detail-oriented, and dependable Head Office Administrator to support the administrative, billing, insurance, collections, and financial operations of our physiotherapy clinics. This position requires someone who can manage multiple priorities, communicate professionally with clinic staff and external parties, and ensure that files, payments, billing, and follow-ups are handled accurately and on time.
The successful candidate will work closely with clinic teams and head office management to maintain efficient processes and ensure that outstanding issues are followed through to resolution.
Responsibilities
- EHC Posting & Reconciliation: Process Extended Health Care (EHC) payments and apply appropriate EHC deductions to MVA invoices while ensuring accurate account reconciliation.
- Email & Communication Management: Monitor, organize, and respond to incoming emails promptly and professionally and escalate matters when required.
- Clinic Support: Provide ongoing administrative support to clinics by handling calls, emails, inquiries, documentation, and follow-ups.
- HCAI & MVA Claims Management: Review and manage HCAI responses related to OCF-23, OCF-18, and OCF-21, including approved, denied, and partially approved treatment plans and invoices.
- Collections: Follow established collection procedures, monitor outstanding accounts, and complete timely follow-ups to support the recovery of outstanding balances.
- Therapist Registration: Register therapists and maintain accurate therapist information across required billing platforms and portals, including HCAI.
- Banking: Process cheque deposits and other required banking activities.
- Referral Management: Monitor clinic appointment emails for new referrals and ensure referrals are received, documented, and communicated appropriately.
- MVA Billing & Invoicing: Assist with billing and invoicing, including OCF-3 submissions, partially approved treatment plans, and invoices involving EHC coverage.
- File Management: Review the files, identify any concerns, and ensure all required issues are addressed and resolved.
- CNR Requests: Review Clinical Notes and Records (CNR) requests, prepare prepayment invoices, and coordinate the required documentation and follow-up.
- Supply Ordering: Monitor office and clinics supply levels and place orders as required to ensure adequate supplies are available.
- QuickBooks: Navigate QuickBooks, retrieve financial information, and complete required backups.
- Accounts Payable: Monitor incoming invoices and prepare bills and supporting documentation for payment.
Qualifications
- Previous experience in medical administration, physiotherapy clinic administration, healthcare administration, insurance billing, or a related field is an asset.
- Strong understanding of HCAI, OCF forms, MVA billing, SABS guideline, EHC claims, and insurance processes is highly preferred.
- Excellent organizational and time-management skills with strong attention to detail.
- Ability to manage multiple files, priorities, and deadlines in a fast-paced environment.
- Strong written and verbal communication skills.
- Professional and confident when communicating with clinics, insurers, patients, and other external parties.
- Ability to work with confidential patient, insurance, and financial information with discretion.
- Proficiency with Microsoft Office, Excel/Google Sheets, email systems, and computerized billing platforms (Universal software).
- Experience with QuickBooks and banking platforms is an asset.
- Strong analytical, problem-solving, and follow-up skills.
- Ability to work independently while contributing effectively to a team environment.
- Adaptable and willing to learn new systems, procedures, and insurance requirements.
What We Are Looking For
The ideal candidate is organized, proactive, accountable, and detail-oriented, with a strong ability to follow through on tasks and resolve outstanding issues. You should be comfortable working with billing information, insurance documentation, financial records, and multiple clinic locations while maintaining accuracy and professionalism.
We are looking for someone who takes ownership of their responsibilities, communicates effectively, identifies issues before they become problems, and is committed to supporting both the clinics and the head office team.
Why Join Us?
This is an excellent opportunity for an experienced administrator to become an integral part of the Head Office team of a growing healthcare organization. The successful candidate will have the opportunity to develop expertise across healthcare administration, insurance billing, MVA claims, collections, banking, and financial administration.
This is an excellent opportunity for an experienced administrator to become an integral part of the Head Office team of a growing healthcare organization. The successful candidate will have the opportunity to develop expertise across healthcare administration, insurance billing, MVA claims, collections, banking, and financial administration.
This is an excellent opportunity for an experienced administrator to become an integral part of the Head Office team of a growing healthcare organization. The successful candidate will have the opportunity to develop expertise across healthcare administration, insurance billing, MVA claims, collections, banking, and financial administration.
Work Location: In person
