JOB DETAILS

Status: Part-time, permanent

FTE: 0.4 FTE - 0.6 FTE (16 - 24 hours per week)

Vacancy: 1

Clinic Schedule: Monday Friday, 8:00 a.m. 4:00 p.m.

Location: The Newly Institute Fredericton Clinic (#6, 5 Acorn Street, Fredericton, NB)

ABOUT THE NEWLY INSTITUTE

The Newly Institute was founded to provide long-lasting change within the mental health industry, our community, and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual treatment model with medically managed therapies, our intensive outpatient programs provide rapid access, rapid resolution, and rapid return to work and healthy lifestyle programs for anxiety, depression, addiction, post-traumatic stress disorder (PTSD), trauma, and chronic pain.
We are urgently seeking a motivated Clinic Administrative Assistant to support our innovative, purpose-driven, and multi-disciplinary clinical team in our clinic in Fredericton, New Brunswick.

WHAT YOU WILL DO

You are an Administration professional that values working for an innovative and purpose-driven organization. As an integral part of our team and reporting to the Manager of Clinical Services, you will provide administrative services in a timely and confidential manner. Alongside the other Administrative Assistant, you will provide exceptional client service, coordinate client appointments, facilitate client billing, and update electronic medical records. You are the subject matter expert in the Electronic Medical Record (EMR) system and will create templates and provide training to new staff.

You enjoy working in a fast-paced environment with a dynamic multidisciplinary team and embody our core values of communication, community, excellence, health, and innovation.

Your accountabilities will include:

• Answer and prioritize calls from the multi-line phone system and emails to ensure well-timed communication with clients, community partners, and potential inquiries. Disseminating information as necessary
• Book, reschedule, and manage client appointments, including virtual appointments
• Collaborate with the administrative and nursing teams to ensure the completion and booking of all client appointments, and processes
• Welcome and orient clients to the clinic space, providing high-quality customer service
• Work with the administrative team and Manager of Clinical Services to develop clinical administrative policies and procedures including, but not limited to, booking, billing, invoicing, and communications.
• Provide training and mentorship for administrative-related duties including, but not limited to, EMR use, billing, and invoicing
• Complete timely and accurate billings including third party funders. Ensuring accurate payment, and resolution of rejected bills. Completing electronic online billing for Blue Cross or other health insurance providers.
• Invoice clients and funders in our programs timely and accurate. Tracking of payments, with follow-up as needed
• Develop, maintain, and distribute client and clinical schedules to clients and case managers.
• Prepare and distribute clinical documents such as initial reporting, program discharge summaries, prescriptions, doctors notes, and other associated documents.

WHAT YOU BRING

Education: Post-secondary certificate or diploma in Medical Office Administration or Administrative Information Managementis a asset. Equivalencies of education may be considered.

Experience:

• Two to four years of office or clinic administration experience in a fast-paced environment is required
• Two to four years of experience providing superior customer serviceis required
• Experience with billing, online billing, and schedulingis an asset

Equivalencies of experience may be considered.

Technical: Proficiency with computers and Microsoft Office Suite is required. Proficiency in Electronic Medical Records (EMR) systems is required.

Background Check

Offers are conditional, subject to employment reference checks and a clear police background check inclusive of vulnerable sectors.

DIVERSITY, EQUITY AND INCLUSION

We actively protect our diverse, equitable, and inclusive workplace where we are empowered to show up as their authentic selves. We welcome applicants of all races, colours, places of origin, ancestries, religious beliefs, genders/gender identities/gender expressions, sexual orientations, ages, sources of income, family/marital statuses, and physical and mental disabilities. Our hiring practices ensure that all qualified candidates are considered, and decisions are merit-based.

ACCESSIBILITY

The Newly Institute welcomes and encourages applications from persons with disabilities or those seeking accommodation based on any other protected ground. Accommodations are available on request for candidates taking part in all aspects of the selection process.To request accommodation, please email [email protected].

APPLICATION CLOSING

The posting will remain open until the role is filled. We thank all applicants for their interest; however, only shortlisted candidates will be contacted.