Intake Administrator

About Us

The Toronto Psychology Clinic is a dynamic and rapidly expanding private practice dedicated to providing expert psychological consultation, assessment, and treatment for individuals across their lifespan. Our commitment to delivering culturally informed, evidence-based, and socially inclusive services is at the core of our mission. We represent a highly skilled and diverse team of professionals, including psychologists, social workers, psychotherapists, and graduate students, all working collaboratively to make a positive impact on mental health.

About the Role

Reporting directly to the Clinic Director, the Intake Administrator will play a pivotal role in our client services by overseeing new client screenings, bookings, and waitlist management. We are seeking a highly motivated and organized individual with a customer-focused mindset to efficiently manage the intake process. The successful candidate will ensure prompt responses to client inquiries, facilitate therapist-client matching, and contribute to meeting caseload targets.

We provide the flexibility to work remote with a minimum of two days per week in our downtown office, training will also be in-person in our office.

Responsibilities:

Act as the initial point of contact for all new inquiries, which could include phone calls, emails, fax

Conduct mental health intake screenings with new clients to gather relevant information and assess their needs

Optimize bookings for therapists based on their availability, specialties, and the specific needs of clients

Operate efficiently with solid problem-solving skills to optimize the bookings of 8-10 therapists

Manage all client inquiries, bookings, and waitlists efficiently

Provide excellent customer service to all clients

Proactively respond to and resolve client concerns

Track and optimize intake metrics and provide regular reports to the Clinic Director

Identify opportunities to improve processes, supporting documents, and systems related to intake procedures.

Maintain and handle personal health information in accordance with provincial regulations, ensuring confidentiality, and compliance

Stay abreast of clinic operations, software, and tools

Troubleshoot and test software systems that support intake processes

Keep intake files, folders, and standard operating procedures up to date and organized

Complete other ad hoc administrative duties as assigned

Post appointments follow up; collecting client feedback

Qualifications:

Post-secondary education is an asset

Exceptional organizational skills and attention to detail

Previous experience in intake/scheduling, preferably in a healthcare setting

Demonstrated excellence in customer service

Ability to take initiative, make recommendations, and problem-solve

Strong multitasking and prioritization skills

Effective communication using various virtual platforms

Proficiency with Jane App and Google Drive is an asset but not required

Must have access to secure internet, computer, and a dedicated office space for remote work

Benefits of the position include:

Develop healthcare administrator skills

Vacation and Personal Days

Opportunities for advancement within the organization

Hybrid work environment

Close-knit team of professionals

Anticipated Start Date: Jan 29, 2024

Job Type: Permanent Full-Time

Availability: 40 hours a week

Salary: competitive salary and bonus package to be discussed

Interested and qualified candidates must submit both a cover letter and resume as one PDF document through Indeed and complete indeed screening questions. Incomplete applications will not be reviewed. Applications will continue to be collected until the position is filled.

We are dedicated to providing an inclusive and accessible experience for all applicants. If you require any disability accommodations at any point during the recruitment and hiring process please let us know by emailing.jason.s@huddlegroup.ca

Job Type: Full-time

Benefits:

• Company events
• Dental care
• Extended health care
• Flexible schedule
• Work from home

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Toronto, ON M5G 1E2