About OTERA Health
OTERA Health is a growing occupational therapy practice specializing in independent medico-legal assessments throughout Ontario. We work with insurers, legal professionals, employers, and rehabilitation providers to deliver high-quality, objective assessments and reports.
We are looking for an organized, proactive, and detail-oriented Practice Coordinator to become an integral part of our growing team.
This is an excellent opportunity for someone who enjoys healthcare administration, working independently, and helping build a business from the ground up.
Position Summary
The Practice Coordinator/Executive Assistant will oversee the day-to-day administrative operations of the practice, ensuring assessments are scheduled efficiently, invoices are managed accurately, and communications with clients, vendors, and referral sources are handled professionally.
The successful candidate will work directly with the owner and play a key role in supporting the continued growth of the practice.
Responsibilities
Scheduling & Coordination
- Schedule assessments with clients, insurers, law firms and referral sources
- Coordinate interpreters and assessment locations
- Manage Outlook calendar
- Send appointment confirmations and reminders
- Monitor cancellations and reschedule appointments
Administration
- Organize electronic files
- Maintain PHIPA-compliant records
- Prepare assessment files
- Track report deadlines
- Maintain spreadsheets and databases
- Request and organize medical documentation
Finance & Invoicing
- Create invoices using Wave Accounting
- Record payments
- Follow up on outstanding invoices
- Track mileage and travel expenses
- Organize receipts for bookkeeping
Communication
- Respond professionally to emails
- Communicate with vendors, lawyers, insurers and clients
- Assist with general business correspondence
Business Support
- Help develop efficient administrative processes
- Maintain templates and forms
- Assist with special projects as the practice grows
Qualifications
Ideal candidates will have experience in one or more of the following:
- Medical Office Administration
- Rehabilitation clinic administration
- Occupational therapy, physiotherapy or multidisciplinary clinics
- Insurance or accident benefits
- Medico-legal services
- Law firms (personal injury preferred)
Experience with:
- Microsoft Office
- Outlook
- Excel
- Adobe Acrobat
- Electronic medical records
- Wave Accounting (asset but not required)
- Scheduling software
The ideal candidate is:
✔ Extremely organized
✔ Able to manage multiple priorities
✔ Excellent written communication
✔ Comfortable working independently
✔ Detail oriented
✔ Professional
✔ Trustworthy
✔ Able to maintain strict confidentiality
✔ Interested in growing with a small business
Position Details
- Part-time
- Approximately 6-10 hours per week to start
- Flexible daytime schedule
- Remote, with occasional in-person meetings in the Ottawa area if required
- Opportunity for increased hours as the practice grows
Pay: $28.00-$38.00 per hour
Work Location: Remote
