Overview:
We have an exciting opportunity for a highly organized and detail-oriented Admin Specialist - Treatment Coordinator to join our fast-paced private rehabilitation and wellness clinic.
This role is responsible for overseeing the data entry process, coordinating treatment providers, reviewing clinical reports and invoices for accuracy, and ensuring patient treatment progresses in a timely manner. The successful candidate will work closely with internal departments, healthcare providers, and administrative staff to ensure all documentation, treatment coordination, and payment processes are completed accurately and within required deadlines.
Join our growing multi-disciplinary clinic with two GTA locations (Scarborough and Etobicoke). This position is based in our Scarborough location and offers the right individual the opportunity to work within a supportive, patient-focused, and collaborative environment that values teamwork, accountability, and professional growth.
Responsibilities will include:
- Supervise and support the Data Entry Department, including managing workflow and ensuring team deadlines are consistently met.
- Review clinical reports, invoices, and supporting documentation submitted by providers to ensure accuracy and completeness prior to payment processing.
- Coordinate and monitor treatment services to ensure patient treatment is occurring as approved and scheduled.
- Communicate with healthcare providers regarding treatment availability and patient referrals.
- Refer patients for treatment by contacting providers, confirming acceptance of files, and forwarding necessary patient and claim information securely.
- Follow up with providers regarding reports, treatment updates, and outstanding documentation.
- Maintain accurate records and ensure all updates are properly documented within the patient file and clinic systems.
- Assist with tracking treatment progress, report submissions, and provider communication to support timely patient care.
- Ensure confidentiality and compliance with clinic policies and procedures.
- Other duties as assigned.
Qualifications and Experience:
- Post-secondary education in Administration, Healthcare Administration, or related discipline.
- Minimum 1–2 years of experience in a healthcare, rehabilitation, insurance, or private clinic setting preferred.
- Experience working with Motor Vehicle Accident (MVA) files and HCAI is considered a strong asset.
- Experience managing and supporting a team in a fast-paced administrative environment.
- Strong organizational skills with the ability to manage multiple priorities and deadlines.
- Excellent attention to detail and accuracy when reviewing reports and documentation.
- Strong communication and interpersonal skills with the ability to coordinate effectively with internal teams and external providers.
- Ability to work independently while also supporting and guiding team members.
- Strong computer knowledge including MS Office and clinic management systems.
- Ability to multitask and adapt within a fast-paced environment.
- Sound judgment, professionalism, and ability to maintain confidentiality.
Job Type:
Full-time
Schedule:
- 8-hour shift
- Monday to Friday
Experience:
- Motor Vehicle Accident / Rehabilitation Clinic Experience: 1 year (preferred)
- Administrative or Coordination Experience: 1 year (preferred)
Work Location:
In person – Scarborough, ON
Job Types: Full-time, Permanent
Pay: $23.00-$27.00 per hour
Benefits:
- Casual dress
- Dental care
- Life insurance
- On-site parking
Education:
Experience:
- MVA: 1 year (preferred)
- Medical Administration: 1 year (required)
Licence/Certification:
- Post-secondary education in Administration (required)
Work Location: In person
