Reception/Administrative Assistant

About Innovative Occupational Therapy Services

Innovative Occupational Therapy Services is an established Canadian firm providing occupational therapy services across a variety of populations. Our highly skilled team delivers both in-person and virtual assessments and interventions, with a focus on client-centred, timely, and cost-effective care. We are committed to helping our clients maintain independence, improve function, and achieve meaningful outcomes.

Why Join Innovative Occupational Therapy Services?

• Competitive compensation
• Comprehensive benefits package (Vision, Dental, LTD, Travel Insurance, Prescription Drug Coverage, and paramedical service)
• Paid vacation
• Professional development and advancement opportunities
• Supportive, collaborative team environment
• Opportunity to work across our Grimsby and St. Catharines clinic locations

Position Summary

The Reception/Administrative Assistant is the first point of contact for clients, referral sources, and visitors to our clinics. This position provides administrative, reception, scheduling, and extended health benefits support while ensuring the efficient day-to-day operation of our Grimsby and St. Catharines locations.

The successful candidate is highly organized, customer-focused, and able to manage multiple priorities in a fast-paced healthcare environment while maintaining confidentiality and professionalism.

**We support paedatric clients! Warm, friendly and engaging personalities are necessary for this position.

Key Responsibilities

Reception & Client Experience

• Greet clients, families, and visitors in a professional and welcoming manner.
• Answer incoming telephone calls and respond to email inquiries.
• Schedule, confirm, reschedule, and cancel appointments.
• Maintain clinician schedules and assist with appointment optimization.
• Prepare treatment rooms and reception areas to ensure a welcoming clinic environment.
• Receive and distribute mail, deliveries, and clinic correspondence.
• Process client payments and issue receipts as required.

Extended Health Benefits Administration

• Verify extended health benefit coverage with insurance providers.
• Assist clients with benefit-related inquiries and explain coverage where appropriate.
• Submit claims through insurer portals when applicable.
• Communicate with insurers regarding claim status, approvals, and required documentation.
• Assist therapists with obtaining required insurer documentation.
• Maintain accurate benefit and billing records.

Administrative Support

• Prepare, scan, upload, and organize client documentation.
• Maintain electronic client files in accordance with PHIPA requirements.
• Assist therapists with administrative tasks and document preparation.
• Monitor clinic supplies and coordinate inventory orders.
• Maintain office equipment and coordinate service requests when needed.
• Assist with onboarding paperwork and general office administration.
• Support management with special projects and other administrative duties as assigned.

Scheduling & Coordination

• Coordinate new referrals and intake appointments.
• Ensure referral documentation is complete prior to appointments.
• Liaise with therapists regarding scheduling changes and client needs.
• Assist with waitlists and appointment availability.
• Coordinate communication with referral sources and external stakeholders.

Customer Service

• Provide exceptional customer service to clients, referral sources, insurers, and healthcare professionals.
• Resolve routine client concerns professionally and escalate issues when appropriate.
• Maintain a positive and professional clinic environment.

Skills & Qualifications

Required

• Minimum 2 years of administrative or reception experience, preferably in a healthcare setting.
• Excellent customer service and interpersonal skills.
• Strong verbal and written communication abilities.
• Exceptional organizational and multitasking skills.
• Proficiency with Microsoft Office (Word, Outlook, Excel).
• Ability to work independently while managing competing priorities.
• Strong attention to detail.
• Ability to maintain strict confidentiality.
• Reliable transportation to travel to/from the Grimsby clinic.

Preferred

• Experience working in an occupational therapy, physiotherapy, rehabilitation, or medical clinic.
• Experience with extended health benefits administration.
• Familiarity with electronic medical records (EMRs) and scheduling software.
• Knowledge of PHIPA and healthcare privacy requirements.
• Experience working with insurance companies or third-party payers.

Key Competencies

• Exceptional Customer Service
• Professional Communication
• Organization & Time Management
• Attention to Detail
• Initiative & Problem Solving
• Teamwork & Collaboration
• Adaptability
• Confidentiality & Professionalism

Working Conditions

• Office-based position located in our Grimsby clinic.
• Combination of reception, administrative, and scheduling responsibilities.
• Frequent interaction with clients, families, therapists, insurers, and referral sources.
• Fast-paced healthcare environment requiring excellent multitasking and prioritization.

Salary Range

Compensation will be discussed during the interview process and will be based on the successful candidate's education, skills, and relevant experience.

We are excited to welcome the right individual to our growing team. If you are passionate about providing exceptional customer service and enjoy supporting healthcare professionals in delivering outstanding client care, we encourage you to apply.

Additional Information

This position is an existing vacancy and is not a newly created role.

At Innovative Occupational Therapy Services, we value a fair and transparent hiring process. We do not use artificial intelligence (AI) to screen, rank, or make hiring decisions on applications. Every application is reviewed by a member of our hiring team to ensure candidates are evaluated based on their qualifications, experience, and potential.

Learn more about us at: www.innovativeot.com

Job Type: Full-time

Pay: $20.00-$26.00 per hour

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Work Location: In person