Customer And Clinic Administrative Support

Reclaim Your Nature Psychotherapy Inc is currently hiring contractors who are available to work Monday to Friday on a part-time/on-call/flexible hour basis. The two main duty categories are managing public inquires to assist them becoming becoming clients and to support the operations of the clinic.

We are in the business of helping clients heal and need their first interaction with our clinic to be one of compassion and reassurance that they have come to the right place. If you love connecting with customers, understanding their challenges, and making their lives easier, this opportunity may be for you. You would be an important contributor to building a trusted relationship with our clients.

Our clinic is scaling quickly, and we need support people who are resourceful self-starters, are curious, and have a passion for problem-solving. As we hire more staff, number of hours will increase. We strive to enhance and streamline our workflows using metrics, goals, as well as fluid and documented protocols.

Your strengths include:

• discretion and respect of privacy
• respectful & secure communication skills; co-ordinate the flow of information as per PIPEDA
• conflict resolution skills
• problem-solving skills
• attention to detail
• the ability to multitask
• the ability to manage many priorities and demands
• the ability to be highly accurate (client files and correspondence proofreading)
• initiative and a professional attitude
• time management and organizational skills
• work independently or as part of a team
• computer hardware, software, and keyboarding skills
• ability to work in virtual environments, using technology such as laptop computers, cellular phones, and internet access
• enjoy the experience of finding a good fit between the client’s needs and the therapists available
• enjoy interacting with people with compassion and curiosity
• ability lift up to 5 kg; General learning ability; Verbal ability; Numerical ability; Spatial perception; Form perception; Clerical perception; Motor coordination; Finger dexterity; Manual dexterity

The experience we feel we need:

• You bring prior experience with communication, 1 year to 2 years; experience with customer onboarding

Your Duties:

Sales:

· answer telephone and relay telephone calls and messages; responding accurately and timely (within 24 business hours)

· open, sort, and distribute written correspondence including email, faxes, posted mail, and other materials

· monitor the admin email account; respond to inquiries using template scripts

· book clients with therapists using computer applications, specifically Jane clinic management software (training available)

· facilitate inquiries through process of becoming clients

· ensure client retention and satisfaction; follow up with public

· follow confidentiality safeguard procedures

· track client metrics

· manage social media platforms

Clinic Support:

· ensure clients have been billed for sessions

· submit third party claims for direct billing

· reconcile payments with outstanding invoices

· track clinic metrics

· monitor team messenger platform

· use word processing, desktop publishing, spreadsheet, database, or presentation software to prepare invoices, reports, memos, letters, forms, and other documents

· assist in the maintenance of company systems; find, enhance and automate efficient workflows, office procedures, and routines; research information on the internet; use data to make informed decisions

· identify and run data quality checks on records and databases

· organize meetings, including preparing agendas and recording minutes

· schedule and manage supervisors’ appointments, travel, and meetings using electronic calendar systems

In Person Service:

· perform opening and closing operations

· greet people and direct them to contacts or service areas

· tidy waiting room; manage treatment rooms

· determine and establish office procedures and routines

· troubleshoot hardware and software problems

· order office supplies and maintain inventory

· supervise, manage, and train staff

We strive to create a workplace that embodies comradery, pride, respect, credibility, and fairness. We strive to be efficient and to improve the workplace for clients, support staff, therapists, and management. We want to build a team of people who make work rich with perspective and experience. We are committed to listening to every voice to learn and grow because doing this will allow us to meet the therapeutic needs of our diverse community. You would be supported by supervisors who care about you as a person, interested in your short- and long-term occupational empowerment. At Reclaim Your Nature, we’re committed to fostering an environment that allows you to come to work as your truest self. We believe it’s important to actively recognize, embrace, and celebrate our differences to make RYN an inclusive, equitable, and diverse workplace.

Application Process

Send us the following:

· Cover letter explaining why you’d be a good fit at Reclaim Your Nature - tell us why we’d be making a huge mistake if we don’t hire you

· Resume

· Full results of a personality test: the bigfive-test.com or link to the results

Interview Process

1. 15-minute online call with our clinic director, where they will discuss pragmatic schedule availability and expectations; your background, motivations, and career goals; provide information about the role, Reclaim Your Nature, and compensation

2. 60-minute In Person Interview

3. Take-home Skills Assessment

4. Reference check

5. Offer/debriefing

Job Type: Casual

Salary: $20.00-$25.00 per hour

Expected hours: 2 – 4 per week

Benefits:

• Flexible schedule
• Work from home

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday
• On call

Education:

• Secondary School (required)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Work Location: Remote