Executive Assistant & Practice Coordinator – Healthcare
<br><br><p>OTERA Health Inc. (Wesam Al Ghazawi Occupational Therapy Professional Corporation) is a growing occupational therapy practice specializing in independent medico-legal and insurance assessments throughout Ontario.</p><p><br></p><p>We are seeking a highly organized, reliable and detail-oriented Executive Assistant & Practice Coordinator to provide administrative and operational support to the practice.</p><p><br></p><p>This is a remote, part-time position of approximately 20 hours per week (approximately 4 hours per day), primarily during regular Ontario business hours.</p><strong><p><br></p><p>Responsibilities</p></strong><p><br></p><p>The successful candidate will be responsible for:</p><p><br></p><p>* Managing appointment scheduling and calendar coordination.</p><p>* Monitoring and managing the practice email account and ensuring administrative correspondence is addressed in a timely manner.</p><p>* Coordinating with referral sources, assessment companies, clients and other professionals.</p><p>* Managing incoming referrals and maintaining accurate referral and assessment tracking.</p><p>* Maintaining organized and secure electronic client files.</p><p>* Receiving, organizing and preparing confidential medical and assessment documentation.</p><p>* Preparing required administrative documents and report templates.</p><p>* Tracking assessment dates, report deadlines and outstanding documentation.</p><p>* Coordinating the secure submission of completed reports and supporting documentation.</p><p>* Preparing and issuing invoices through Wave Accounting.</p><p>* Reviewing invoices for accuracy.</p><p>* Monitoring accounts receivable and confirming receipt of payments.</p><p>* Recording payments and maintaining accurate invoice/payment status within Wave.</p><p>* Following up on outstanding administrative matters and invoices as required.</p><p>* Maintaining accurate administrative records and workflow trackers.</p><p>* Providing general executive and administrative support to the practice owner.</p><p>* Assisting with the development and improvement of administrative systems as the practice grows.</p><strong><p><br></p><p>Privacy & Confidentiality</p></strong><p><br></p><p>This position involves access to confidential personal and health information. The successful candidate must demonstrate excellent judgment and discretion and will be required to comply with OTERA Health’s privacy, confidentiality and information-security requirements, including applicable PHIPA requirements.</p><p><br></p><p>All client-related work must be completed through approved secure systems and Company-provided accounts.</p><strong><p><br></p><p>Qualifications</p></strong><p><br></p><p>We are looking for someone with:</p><p><br></p><p>* Previous administrative, executive assistant, medical office or practice coordination experience.</p><p>* Exceptional organization and attention to detail.</p><p>* Excellent written and verbal communication skills.</p><p>* Strong ability to independently manage multiple priorities and deadlines.</p><p>* Proficiency with Microsoft Outlook, Word, Excel and Microsoft 365.</p><p>* Experience with invoicing, accounts receivable and payment tracking.</p><p>* Comfort working with electronic records and learning new software.</p><p>* Experience handling confidential or sensitive information.</p><p>* Strong professional judgment and reliability.</p><p><br></p><strong><em><p>Experience within healthcare, rehabilitation, insurance, medico-legal services or occupational therapy is considered a strong asset.</p><p><br></p><p>Experience with PHIPA, Wave Accounting, secure document platforms or Ontario SABS-related work would also be an asset.</p></em></strong><strong><p><br></p><p>Position Details</p><p><br></p><p>Type: </p>Part-time<p><strong>Hours</strong>: Approximately 20 hours per week to start</p><p><strong>Schedule</strong>: Approximately 4 hours per business day</p><p><strong>Location:</strong> This is primarily a remote position. Candidates located in Ontario, preferably within the Ottawa/Gatineau region, are preferred to allow for occasional in-person meetings, training, or monthly check-ins as needed.</p><p><br></p><p><strong><em>Hours may increase as the practice grows.</em></strong></p><strong><p><br></p><p>About the Opportunity</p></strong><p><br></p><p>This is an opportunity to become an integral part of a growing healthcare practice. We are looking for someone who takes ownership of their work, anticipates administrative needs, communicates effectively and enjoys creating organization within a busy professional environment.</p><p><br></p><p>The successful candidate will receive training on OTERA Health’s internal processes, systems and workflows.</p><p><br></p><p>Please submit your résumé along with a brief description of your relevant experience and availability.</p></strong>
