Clinic Administrator - Referral Coordinator

Position: Permanent, full-time

Hours: Monday-Friday, 8:30-4:30 p.m.

Location: In-clinic position located 645 Gardiners Road, Unit 115 Kingston, ON, K7M 8K2

Modern OT Occupational Therapy Services, a division of the Lifemark Health Group, is a community-based occupational therapy practice servicing Eastern Ontario and Western Quebec.

With clinical teams based out of Ottawa, Kingston and Pembroke, Modern OT offers services to individuals recovering from injuries, illness, and trauma, as they work to regain independence in their normal lives, including at home, school, in the community and in workplaces.

The Clinic Administrator – Referral Coordinator ensures the efficient day-to-day operations of the clinic while supporting seamless patient access to care through coordinated referrals. This position is responsible for overseeing administrative workflows, including scheduling, patient intake, documentation management, and supporting clinical staff to maintain a high standard of service delivery. In addition, the role includes managing and coordinating Kingston-based referrals by liaising with community partners, ensuring referrals are processed accurately, tracked, and followed up in a timely manner. This team member acts as a key point of communication for patients and providers, helping to streamline care pathways and ensure continuity of care, while maintaining compliance with privacy standards and organizational policies.

Key Responsibilities

Open and close the clinic daily. Ensure a clean, tidy clinic environment. Receive and respond to telephone, email, web, and fax inquiries regarding the services of the Kingston team. Assist the Kingston team with administrative requests, including scheduling appointments, receiving clients, faxing, copying, processing payments, and file management. Receive and respond to referrals, including completion of intake, submission of OCF-18's, completion of service agreements, and monitoring referral databases. Update, organize, and manage client files. Communicate with insurance companies and other third parties regarding health care services. Efficient office management, such as ordering of office supplies, maintaining a system of inventory to ensure supplies are kept at an appropriate level, and ensuring working operation of office equipment. Assist with orienting and training of employees. Remain apprised of relevant resources, products, services that would benefit clinical team and clientele. Support administrative team with offloading workload during peak times and vacation coverage. Participate in team meetings, planning and facilitation of team and community events. Participate in regular reviews of clinic procedures and guidelines and collaborate with administrative team in processes. Contribute to social media, website, and networking opportunities.

Qualifications

Post secondary education in a related field such as office management is preferred 1-3 years experience in administrative healthcare role Experience in occupational therapy or allied health environment is an asset

Skills & Competencies

Team player, energetic, and resourceful Ability to multi-task, prioritize, and problem-solve Strong attention to detail Advanced knowledge of Office 365 and related platforms, Adobe software applications; experience with handling secure documents Experience and comfort with management of electronic fax, internet-based phone systems, secure email document transmission, naming and storage of electronic documents Professional approach to all situations to create a positive working environment Ability to complete duties independently and in a team environment Capacity to adhere to and ensure proper processes are followed Availability to work Monday - Friday, 8:30AM - 4:30PM Excellent oral and written communication skills in English and French

Benefits

Competitive salary with benefits package Annual continuing education allowance with a variety of internal training opportunities Collaborative, multidisciplinary work environment Supportive training and mentoring programs Administrative support Technology required to do your job efficiently Employee Assistance Program (EAP) Eligibility for Employee Share Program Growth/advancement opportunities Shoppers Employee Discount Program GoodLife Fitness discount

Inclusion

We are committed to creating an inclusive environment where people from all backgrounds can thrive. Improving inclusion and equity is a collective responsibility. Lifemark promotes equal employment opportunities for all job applicants, including but not limited to those self-identifying as a member of the employment equity groups: Indigenous peoples, Newcomers to Canada, Women, and Visible minorities.

Accommodation

Accommodations are available on request for all candidates taking part in any aspect of the recruitment and selection process. Email us at olivia.furlonger @modernot.ca

Visit and Apply today! Visit www.lifemark.ca/careers