Medical Office Administrator – Psychotherapy Clinic

Medical Office Administrator – Psychotherapy Clinic
Vital Minds Psychotherapy
Hamilton, ON (In-Person)

Vital Minds Psychotherapy is a growing, multi-location psychotherapy clinic serving Hamilton, Oakville, and London. Our clinic provides evidence-based therapy services and works closely with physicians, universities, and community partners to support individuals, couples, and families.

Due to continued growth and high referral demand, we are seeking a highly organized and detail-oriented Medical Office Administrator to join our team.
This role is ideal for someone with previous experience working in a psychotherapy clinic, medical office, or healthcare environment, particularly individuals familiar with Jane App practice management software.

The successful candidate will play an essential role in ensuring the clinic runs smoothly while supporting therapists, managing client coordination, and helping oversee administrative operations.

Responsibilities

• Client Coordination & Front Desk Operations
• Manage incoming calls, emails, and new client inquiries
• Schedule appointments and consultations using Jane App
• Coordinate therapist calendars and manage cancellations or waitlists

Provide excellent client support and maintain a welcoming environment

Medical Office Administration

• Maintain accurate client records within Jane App
• Process payments, receipts, and insurance documentation
• Assist with direct billing submissions when required
• Ensure documentation and administrative processes meet clinic standards

Administrative Operations

• Support therapist onboarding and administrative setup
• Assist with maintaining internal documentation and clinic systems
• Support payroll preparation and contractor compensation reports
• Organize clinic schedules, forms, and operational workflows
• Maintain Support clinic operations across multiple locations when required

Qualifications Required

• Previous experience working in a medical office, psychotherapy clinic, or healthcare environment
• Strong organizational and administrative skills
• Excellent written and verbal communication
• Ability to manage multiple priorities and maintain attention to detail
• Professional, reliable, and client-focused

Strongly Preferred

• Experience using Jane App practice management software
• Experience in medical office administration or clinic coordination
• Familiarity with insurance billing processes
• Experience supporting healthcare professionals or therapists

Personal Qualities We Value
We are looking for someone who is:

• Highly reliable and accountable
• Organized and detail-oriented
• Comfortable working in a fast-paced healthcare environment
• Professional and compassionate when interacting with clients
• Able to take initiative and help improve administrative systems

Growth Opportunity
This role has strong potential to grow into a senior administrative or clinic operations position. The successful candidate may gradually take on additional responsibilities including:

• Payroll administration
• Administrative staff coordination
• Operational workflow management
• Clinic systems and onboarding processes
• Compensation
• Competitive compensation based on experience.

Schedule
Full-time position
Monday to Friday
Some flexibility may be required based on clinic needs.

Location
Hamilton, Ontario (In-Person)
How to Apply

Please submit your resume and a short cover letter outlining your experience in medical or clinical administration.
Candidates with experience working in psychotherapy clinics or using Jane App are strongly encouraged to apply

Job Type: Full-time

Pay: From $26.00 per hour

Expected hours: 40 per week

Benefits:

• On-site parking

Application question(s):

• Have you worked in a psychotherapy, psychology, or mental health clinic before?
• Do you have experience using Jane App practice management software? If not which EMR system did you use?
• In a few sentences, please describe your experience working in a healthcare or clinical office environment.
• Do you have experience with google workspace?

Experience:

• working in a medical or healthcare office?: 2 years (required)

Work Location: In person