Front Office Administrator/Physiotherapy Assistant (Full-time)
About Us:
True Life Wellness and Physiotherapy (TLWP) is a busy, multidisciplinary clinic offering chiropractic care, physiotherapy, massage therapy, naturopathic care, and acupuncture.
We are currently seeking a qualified professional to join our team in response to growing service demands and organizational needs.
Our Patients:
We serve a diverse and multicultural community in North York and strive to provide a comfortable and respectful environment for all patients.
The ideal candidate will be comfortable working within a culturally diverse setting and supporting patient comfort and privacy preferences during care.
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Position Summary:
The Front Office Administrator / Physiotherapy Assistant is responsible for supporting the daily operations of the clinic through a combination of administrative, patient service, and clinical support duties. This role ensures the efficient coordination of appointments, billing, patient communications, inventory management, and general office administration while contributing to a positive patient experience.
In addition, this role provides support to Physiotherapists, Chiropractors, and other healthcare practitioners by assisting with treatment preparation, supervising prescribed exercises, maintaining treatment areas and equipment, and supporting the delivery of patient care within a multidisciplinary clinical environment.
Key Duties and Responsibilities:
Front Office Administration
- Manage patient bookings, appointment scheduling, and practitioner calendars.
- Answer and respond to phone calls, emails, voicemails, and faxes in a professional and timely manner.
- Maintain accurate scheduling, patient records, and administrative workflows within Jane App. Verify patient insurance coverage and benefits as required.
- Process billing, including Extended Health Care (EHC), WSIB, and other applicable claims.
- Submit insurance claims, collect patient co-payments, and follow up on overdue invoices and outstanding balances.
- Process patient payments and issue receipts for services, products, co-payments, missed appointment fees, and other clinic charges.
- Maintain accurate patient records, scan documents, and update clinic spreadsheets, call logs, and daily receivables.
- Coordinate patient reminder calls and follow-up communications.
- Conduct patient recall and reactivation calls and emails to support patient retention and continuity of care, including follow-up with patients who have missed appointments or have not attended treatment as recommended.
- Manage CNR requests, including coordinating documentation, ensuring practitioner notes are completed, and issuing invoices related to report preparation.
- Order, receive, organize, and track clinic products, supplies, and equipment.
- Coordinate orthotic, brace, compression stocking, and medical supply orders, including patient measurements, order processing, and follow-up communications.
- Maintain inventory levels and ensure clinic supplies are adequately stocked.
- Assist with clinic events, promotions, and administrative projects as required.
- Support the maintenance of a clean, organized, and professional clinic environment, including laundry, supply room organization, and light cleaning duties
Physiotherapy Assistant Support
- Assist Physiotherapists, Chiropractors, and other healthcare practitioners in the delivery of patient treatment plans.
- Supervise patients while performing prescribed therapeutic exercises and rehabilitation programs under the direction of the treating practitioner.
- Support treatment delivery by preparing equipment, treatment areas, and patient resources.
- Assist in maintaining patient flow and ensuring practitioners remain on schedule.
- Clean and disinfect therapy equipment, treatment machines, and treatment beds in accordance with clinic protocols and infection prevention standards.
- Maintain treatment areas to ensure a safe, clean, and welcoming environment for patients and staff.
- Provide exceptional patient service and support a positive clinical experience.
Professional Qualifications:
- Post-secondary education in Office Administration, Medical Administration, Physiotherapy Assistant/Occupational Therapy Assistant, Kinesiology, or a related field is considered an asset.
- Previous experience in a healthcare, physiotherapy, chiropractic, rehabilitation, or multidisciplinary clinic environment is preferred.
- Knowledge of medical billing processes, including Extended Health Care (EHC) and WSIB claims, is considered an asset.
- Experience using Jane App or similar healthcare practice management software is considered an asset.
- Strong customer service, interpersonal, and communication skills.
- Excellent organizational, time management, and multitasking abilities.
- Proficiency with Microsoft Office, including Excel, and electronic scheduling systems.
- Ability to work independently and collaboratively within a multidisciplinary healthcare environment.
- Strong attention to detail and commitment to maintaining accurate records.
- Ability to always maintain patient confidentiality and professionalism.
Reporting Relationships:
- Reports to: Office Manager / Clinic Owner
- Works Closely With: Physiotherapists, Chiropractors, Massage Therapists, Administrative Staff, and Other Healthcare Practitioners
Work Hours:
Monday & Friday: 9:30 am to 7:00 pm
Tuesday, Wednesday, Thursday: 10:30 am to 7:00 pm
Learn more about us:
www.truelifewellnessphysio.ca
Artificial Intelligence (AI) Disclosure
In accordance with Ontario legislation, we may use artificial intelligence (AI) tools to assist in screening, reviewing, and assessing applications during the recruitment process. All hiring decisions are ultimately reviewed and made by human decision-makers.
Pay: From $19.00 per hour
Benefits:
- Casual dress
- Company events
- On-site gym
- On-site parking
- Store discount
Application question(s):
- Are you able to commute to North York (Islington Avenue)?
Education:
- Secondary School (preferred)
Experience:
- healthcare, physiotherapy, chiropractic, or rehabilitation: 2 years (required)
- medical billing processes, including EHC and WSIB : 2 years (required)
- Jane App or similar healthcare practice management software : 2 years (required)
- customer service: 2 years (required)
- Microsoft Office: 2 years (preferred)
Work Location: In person
