Administrative Assistant - Vancouver Location

Tall Tree Health is seeking an Administrative Assistant on a part-time basis (2-3 days per week) to join our growing team at our Vancouver clinic, located on Commercial Drive. Candidates must be available to work on Mondays and Wednesdays.

BASIC PURPOSE

As an Administrative Assistant, you are a vital part of the Tall Tree team and in the operation of our unique high-quality programs and services. You work closely with the Administrative Team, Clinicians, Funders, and Patients. You are responsible for supporting the Administrative functions at the Vancouver clinic and for taking care and pride in our beautiful space. As the first point of contact for our patients, you play a crucial role in setting the tone for our patient's experience, treatment, and care. You are an important member of our care team, ensuring that each and every patient's experience is nothing less than exceptional.

ESSENTIAL FUNCTIONS

WOW Customer Service:

• Welcoming patients warmly and professionally.
• Answering questions about our services and our staff in a professional and timely fashion.
• Navigating patients through the Tall Tree ecosystem and matching them with the best-fit clinician and discipline for their needs.
• Taking action and following up on all patient inquiries and concerns.
• Making timely decisions and actions to resolve patient complaints, advising with your Office Manager as needed.
• Going above and beyond to ensure each patient's needs are met.
• All other duties as may be assigned.

Booking & Schedule Intelligence:

• Scheduling, re-scheduling, and cancelling patient appointments as needed, using Jane Practice Management software.
• Optimizing clinical schedules to ensure flow and ease for all practitioners and patients.
• Managing and calling waitlists and cancellation lists to fill clinician schedules.
• Scheduling patients for their full allotted treatment plans to ensure that they have access to the care they need when they need it.
• Communicating with patients proactively if it's noticed that they have appointments booked past their funding eligiblity dates and rescheduling or cancelling as needed.
• All other duties as may be assigned.

Funding, Billing, Invoicing & Accounts Receivables:

• Submitting extended health claims to private insurers and third-party funders, such as Pacific Blue Cross, Canada Life, ICBC, and WSBC in a timely manner.
• Supporting clinicians with treatment plan and report deadlines and submitting to funders as required.
• Communicating with case managers and adjusters regarding patient treatment plans and payments as required.
• Following up and chasing outstanding payments for patients and funders to maintain Accounts Receivables within acceptable ranges.
• Communicating with patients on the status of their funding approvals as needed.
• All other duties as may be assigned.

QUALIFICATIONS

Must Haves:

• Grade 12 education or equivalent.
• Proficiency with computers and software including Microsoft Office and Jane Practice Management, or similar.
• Excellent verbal and written communication skills.
• Able and willing to go above and beyond to perform essential functions in a fast-paced environment with multiple competing demands.
• Interest and passion working within a team, collaborating and engaging with a diverse range of professionals, and contributing to an exceptional work environment are a must.

Nice-To-Haves:

• Two years of recent related experience in a healthcare setting, or an equivalent combination of education, training, and experience.
• Experience working within an integrated healthcare setting.
• Awareness and understanding of the different options available to patients seeking care from allied healthcare professionals.

REPORTS TO:

Office Manager