Virtual Mental Health Clinic Administrative Coordinator

About the role

This is a remote, part‑time position supporting the day‑to‑day operations of a growing virtual mental‑health practice. You will act as the first point of contact for clients and ensure clinicians' schedules and billing are accurately maintained.

Key responsibilities

• Monitor and respond to clinic emails, calls, voicemails, and new client inquiries within established response times.
• Assist prospective clients with clinician matching, booking, and completion of intake and consent forms.
• Send welcome emails, appointment confirmations, and manage changes, cancellations, waitlists, and scheduling requests.
• Maintain accurate client demographic, payment, and insurance information in the Jane App system.
• Manage clinician calendars, review daily/weekly schedules for gaps or missing documentation, and support clinicians with scheduling requests.
• Track completed sessions, invoices, payments, and ensure billing information is up‑to‑date.
• Onboard new clinicians, setting up their administrative systems, forms, and billing procedures.
• Maintain clinic trackers, templates, and operational procedures, escalating issues to the Clinic Director as needed.

Required profile

• Highly organized, dependable, and detail‑oriented.
• Proactive communicator who takes initiative and follows through on tasks.
• Comfortable handling confidential client information with professionalism.
• Ability to work independently in a remote environment.

Required skills

• Experience using Jane App (scheduling and billing platform).

What we offer

• Remote work with flexible hours (approximately 15–25 hours per week).
• Competitive hourly rate of $20–$30 CAD.
• Opportunity to grow within a supportive mental‑health practice.