Job Description

Safe Space Rehabilitation Centre is a trauma-informed clinic providing physical rehabilitation services to motor vehicle accident (MVA) patients. Our Scarborough location offers in-person physical rehabilitation services to the patients sustained injuries in motor vehicle accidents. We're committed to providing compassionate, high-quality care while keeping operations smooth, collaborative, and client-centered.

We are currently seeking a

Clinic Administrator

to oversee day-to-day operations at our Scarborough location. This is a highly relational and administrative role ideal for someone who is detail-oriented, reliable, and motivated by helping both patients and teams thrive.

Position Summary

As the Clinic Administrator, you will coordinate patient scheduling, supervise reception, oversee chiropractors and rehab providers, manage treatment plan documentation(OCFs), communicate directly with patients and legal stakeholders, and support month-end billing preparation. You'll also play a key role in building relationships with patients and staff, creating a grounded, professional, and organized clinic environment.

Key Responsibilities-

Clinic Operations & Coordination

Oversee daily clinic functioning and ensure smooth, organized workflow Support and supervise the scheduling of all rehab services to ensure efficiency and alignment with clinic goals Act as a point of contact and administrative lead for the chiropractic team, supporting their workflow and coordination needs Conduct Patient Intakes: Handle the process of new patients signing up with the clinic. Coordinate monthly billing preparation by tracking and ensuring proper documentation Prepare and submit relevant OCF forms (OCF-3, 18, 21, 23) in collaboration with clinical staff Collect signatures for OCF-18s and submit treatment plans and updates to insurers/legal as needed Maintain accurate tracking of all forms and submissions using Excel or shared trackers

Patient Engagement & Front Desk Oversight

Oversee reception, ensuring consistent, professional communication and client experience Act as a support to patients, building rapport, addressing concerns, and gathering feedback to improve clinic workflow Communicate directly with patients to explain treatment plans, scheduling, and clinic policies clearly and empathetically Ensure new patient intake processes are smooth, organized, and up to date in EMR

Legal & Billing Liaison

Liaise with lawyers, paralegals, and adjusters as needed for attendance, treatment plan updates, and case-related communication Forward employee hours and invoices to billing department as needed Ensure alignment of service delivery with monthly billing goals, and provide administrative support in month-end review

Documentation & Compliance

Keep all client files updated and confidential in EMR and shared systems Upload, scan, fax, and organize all required forms and reports Follow clinic policies, privacy regulations, and SABS guidelines Take initiative to troubleshoot administrative or operational challenges with a solution-focused approach

Collaboration & Improvement

Collaborate closely with clinical staff, including chiropractors and massage therapists, to streamline patient flow and scheduling Attend team meetings and contribute feedback for clinic improvements Stay open to learning and participating in special projects as needed

What We're Looking For

Required:

1+ year of administrative experience in a medical or rehab setting (

MVA knowledge preferred

) Experience with

OCF forms and familiarity with SABS

Strong organizational and communication skills Ability to build rapport with patients and staff while maintaining professionalism Proficiency in EMRs, Microsoft Office, and Excel High level of discretion, accountability, and self-direction

Assets:

Experience with

Antibex/Universal scheduling EMR

Background working with personal injury law firms or insurance adjusters Training in kinesiology, health admin, or a related field

Why Join Safe Space?

Grounded and supportive work environment Opportunities for meaningful relationships with patients and providers Stability and autonomy without unnecessary bureaucracy Competitive pay and opportunities for future growth within our expanding network

To Apply:

Please submit your

resume and a brief cover letter

sharing your relevant experience and what draws you to this role. We thank all applicants for their interest -- only those selected for interviews will be contacted.

Job Types: Full-time, Permanent

Pay: $23.00-$25.00 per hour

Expected hours: 40 per week

Benefits:

On-site parking
Schedule:

Monday to Friday
Application question(s):

Do you have any experience working with MVA? Are you familiar with OCF forms?
Experience:

Medical administrative: 1 year (required)
Location:

Scarborough, ON (preferred)
Work Location: In person