Care Team Support

Job Type
Full-time, Permanent

The Possibilities Clinic is a dynamic and innovative clinic of medical and mental health professionals. We approach comprehensive assessments and treatments for ADD/ADHD and associated disorders like Learning Disabilities and Tourette Syndrome with a unique team model. Our Assessment and Treatment Teams include experts from psychiatry, paediatrics, psychology, and psychometry. We are well-experienced in administering assessments and treatments virtually, through secure video sessions, all across Ontario. Our clients are children, teens, adults, and families.

We are seeking a Care Team Support member to help meet our growing demand for assessments and treatments. The successful candidate will support the work of various teams, including the Clinical Assessment Team, the Coaching/Therapy Team, and the Management Team. Care Team Members are responsible for patient engagement, appointment booking, data entry and EMR record management. All care team members are required to support patients across multiple channels of communication and have an exceptional standard of written and verbal communication. They are also responsible for coordinating a great deal of data to support our clients in reaching accurate diagnoses and accessing effective treatments, uploading test results, assessment scores, and treatment outcome data into client files, and inputting data into reports for clinicians.


  • Ensuring efficient and effective operational performance by working closely with the physicians/clinicians, clients, and billing/financial support.
  • Oversees daily operations of the clinic by engaging with other front line staff and client relations, and achieving operational goals.
  • Problem solving with senior care team members to support patient cases
  • Act as the clinic’s first point of contact for clients and process check-in according to protocol. e.g. validating health card, ensuring that required contract, custody form, etc. have been submitted (when in-person)
  • Scan and upload documents as required 
  • Respond to clients’ basic questions and needs 
  • Manage and maintain timely communication with clients through phone and/or email 
    • pick up phone messages and return calls
    • review info@possibilitiesclinic account for emails from current patients, clinicians and Operations Coordinator regarding appointments (re)scheduling and sharing resources
    • answer phone and respond to callers’ needs
    • cancel and reschedule appointments
  • Follow Intake procedure for 17 yr and younger: i.e. call to request Intake form, follow up with email
  • Booking clients 17 years and over
    • Book Initial Consultation: i.e. call client to schedule appointment, generate appointment letter and email to client with custody form and teacher survey information
  • Communicate with outside physicians, labs and other facilities for reports, results and/or referrals
  • Book Allied Health appointments
  • Support and Nurture entire Care Team with tasks (Upload Jot Forms into client’s chart, Process OHIP billing for assigned MDs, Review Incoming faxes for prescription requests, Process payments and invoices and email invoices as required, Manage shredding, Set up and Strike ADOS in coordination with other receptionists)
  • Other duties as assigned

Your Qualifications:

  • 1-2 years experience in a customer service and client facing role is needed
  • Completion of a Medical Secretary Course is an asset
  • High School Diploma or equivalent Bachelor’s Degree in Business Administration, Health Care Management, or related field preferred  
  • Healthcare experience preferred

Your Strengths and Skills:

  • Keen attention to detail
  • Very high level of accuracy when working with data
  • Commitment to teamwork
  • Excellent communication skills (written and verbal)
  • Knowledge of virtual systems and meeting technology
  • EMR/CRM Experience is an asset
  • Strong computer skills
  • Effective problem-solving skills  
  • Ability to maintain confidentiality
  • Ability to multi-task, set priorities and manage client concerns

What We Offer:

  • A supportive environment as an equal-opportunity employer
  • A team of colleagues who value the essential role you play in helping others
  • A full-time, salaried, 40-hour work week with some flexibility in your work hours
  • Remote work that can be completed from the comfort of your home
  • Team social events
  • Opportunities to expand your knowledge across HC disciplines
  • Company pension plan
  • Extended health care benefits

Covid-19 Considerations

  • As a healthcare facility, our program follows up-to-date safety guidance from government and healthcare associations
  • Applicants must comply with our vaccinations policies

Work Remotely

If you are interested in exploring possibilities, please send an updated CV along with a cover letter outlining your interests to