Job Description

About Us

We are a primarily virtual mental health care practice committed to providing anti-oppressive, trauma informed, and culturally responsive counselling and assessment services across Canada.

The Role

We are seeking a

proactive, highly organized, and detail-oriented

Medical Office Assistant to join our team. You will play a central role in supporting both clients and clinicians, ensuring smooth operations, and contributing to a growing virtual clinic. This position is ideal for someone who thrives in a fast-paced environment, enjoys problem-solving, and is motivated to grow with the team long term.

Key Responsibilities

Client Support & Intake

Answer phone calls, and respond promptly to emails, messages, phone calls, emails, and inquiries. Manage client intake processes, including communicating and explaining available services, sending and following up on forms and other intake documentation, booking, rescheduling and confirming appointments and updating clinicians as needed. Maintain accurate client records in compliance with privacy legislation and clinic policie and procedures. Assist with scheduling and follow-up to support clinician caseloads efficiently.

Clinician Support & Administration

Provide administrative support to clinicians, including managing electronic documentation, onboarding paperwork, third party communications and coordination, and maintaining clinician records. Track and maintain clinician credentials, insurance, practice permits, and certifications to ensure all documentation is current for compliance and billing purposes. Support client-therapist matching by understanding clinician specialties, availability, and preferences. Assist with clinician engagement initiatives, including coordinating team events, professional development sessions, and trainings.

Billing & Office Operations

Submit invoices, prior approval requests, and insurance claims (eg Extended Health, NIHB, FNHA, VAC, WCB etc). Process payments, issue receipts, and follow up on outstanding invoices. Support clients with understanding billing options and processes Assist with ad-hoc administrative tasks as needed to support clinic operations.

Marketing & Communications Support

Provide occasional support for marketing initiatives, such as updating clinician profiles, website copy, or social media content, under the guidance of the clinic team. Respond to and support community engagement initiatives and networking opportunities.

Qualifications & Experience

Experience in medical office administration or a related field. Familiarity with billing, insurance claims, and government health programs (eg NIHB, FNHA, WCB, and more) preferred. Strong organizational, communication, and multitasking skills. Comfort with virtual office technology and scheduling software (EHR systems, telehealth platforms, secure email). Experience with Google Workspace Direct lived experience with Indigenous communities is considered an asset. Self-motivated, dependable, and able to work independently. Fluency in other languages in addition to English is an asset

Work Schedule & Location

Part-time to full-time (flexible, negotiable). Primarily remote, with occasional in-person meetings in North Cowichan as needed. Standard business hours

Why Join Our Team?

Be part of a growing, trauma-informed, and culturally responsive mental health clinic. Contribute to meaningful work supporting individuals and communities. Enjoy a collaborative and supportive virtual work environment. Initial orientation/onboarding includes hands on training on clinic software, policies and procedures etc. and ongoing opportunities for in person support
Vacation and sick leave entitlements comply with BC Employment Standards.

How to Apply

Please submit your resume and a brief cover letter highlighting your experience in:

Medical office administration Insurance or government billing Supporting Indigenous or diverse communities Remote or virtual work
Email: info@deepseapsychology.com.

Please address your cover letter to Silvia Eleftheriou, RPsych

We appreciate all applicants' interest in joining our team. Due to volume, we'll only contact those selected for an interview. Thank you for understanding.

Job Types: Full-time, Part-time, Permanent

Pay: $20.00-$25.00 per hour

Expected hours: 32 - 40 per week

Benefits:

Casual dress Company events Extended health care On-site parking Paid time off Work from home
Application question(s):

Are you available to work part-time with the possibility of transitioning to full-time hours? Please briefly describe any experience you have working with Indigenous clients, communities, or organizations Are you comfortable using virtual practice management software, email, and video conferencing tools? Rate your proficiency with administrative tasks such as answering calls, managing calendars, sending forms, and maintaining electronic records. This role involves confidential mental health information. Are you familiar with privacy regulations Describe a time when you had to coordinate multiple priorities or deadlines -- how did you manage it Are you looking for a long-term position? Do you have experience supporting marketing tasks (e.g., updating website copy, social media, or professional profiles) How would people describe you What is your expected hourly rate or annual salary
Experience:

insurance billing (e.g., FNHA, NIHB, private insurers): 1 year (preferred) medical/mental health office administration: 1 year (preferred)
Location:

North Cowichan, BC (preferred)
Work Location: Remote