Customer Service and Operations Specialist Permanent Full Time

BeWell Health Clinics are the leading destination for comprehensive, integrative, and compassionate mental health care. Founded in 2018, we offer a variety of health services both virtually and at our beautiful, state of the art facilities in South Mississauga and Hamilton. Our dedicated team of Clinicians work together to support our communities and patients through Assessments, Diagnosis, and Treatment. We believe in using all tools available to help support overall health and wellness, offering cutting edge and evidence-based programs that combine traditional and alternative medicine.

The Care Team is the backbone of our operation, providing next-level customer service, knowledgeable and empathetic support, and assisting in creating the future of BeWell Health Clinics.

For more information about us and our clinics please visit – www.bewellclinics.ca

This role will be based primarily out of our Hamilton clinic but will require frequent travel to our South Mississauga clinic also, and is 100 percent in-person.

The Administrative Care Team are our front-line representatives to patients, newcomers, and our practitioners. A strong culture of teamwork and curiosity keeps us dynamic and connected to each other and our communities. A degree of flexibility with scheduling and location arenecessary as the Care Team supports both clinic locations as well as our virtual practitioners. A background, education, or interest in health and wellness is a strong asset.

This won’t be your average operations role-on a typical workday, you will be expected to optimize practitioner’s schedules, coordinate patient billing, handle all administrative duties (scheduling appointments, answering phones/emails/texts), aid in ensuring patient retention and growing our patient base, as well as being available for ad hoc tasks as needed. You’ll have a lot of responsibility and will be expected to work closely with the senior management team to ensure the operations of the clinic are running as smoothly and efficiently as possible. Being detail-oriented with good organizational and technical abilities is also important This is an excellent opportunity for someone looking for a long-term position, room to grow, and a competitive compensation package. If you have a couple years of relevant experience and you are looking for your next role that will provide an exponential level of learning, this could the right role for you.

No two days are the same, so being flexible with quick critical thinking skills is essential. You must be a skilled communicator with the interpersonal skills to collaborate with various professionals, including physicians, patients, insurance representatives, sales teams, etc. Administrative dilemmas can occur when you least expect, but you should be equipped with the problem-solving skills to implement a creative solution that won’t compromise patient care. This individual must be able to understand the granular protocols and processes of the practice, while understanding long term needs of the business such as boosting sales, growing talent from within, seeking out external talent for future needs

Requirements

Key Responsibilities:

• Answering phones, emails, mail, and faxes in a professional manner
• Billing appointments (experience with direct billing an asset!)
• Care Team intake consultations
• Retention efforts, booking appointments
• Some IT troubleshooting
• Communicating with other medical offices, pharmacies, and health organizations
• Assist in administering practitioner schedules, including vacation time and shift changes
• Organization and coordination of office supplies, deliveries, etc.
• Maintaining the professional appearance of the office, including light cleaning and plant

watering

Qualifications:

• 2+ years of relevant sales, operations or professional office administration experience
• A mature approach to customer service. Detail-oriented, organizational, and multitasking

skills, initiative, and enthusiasm

• Experience with EMRs especially Jane App is a strong asset.
• Ability to communicate professionally
• Ability to handle a fast-paced environment while delivering great customer experiences in a very active situation
• Self-starter with the ability to work independently and contribute to the team in a positive manner
• Uses time efficiently and prioritizes appropriately with strong time-management skills
• Reliability (To arrive on time and is ready to perform at their best)
• Ability to work Full time and be flexible in the schedule
• Proficient in MS office
• Experience with Hubspot or another CRM is strongly preferred
• Some understanding of email marketing campaigns
• Flexibility to work in the evenings and on weekends as needed
• Driver’s license, clean driving record, and reliable transportation are necessary
• Full time availability is required as well as some availability to work weekends

Benefits

• Competitive Compensation Plans: Hourly pay + performance bonus. Company paid extended health benefits
• Epic Social Events: We take fun seriously! Our social events are the stuff of legends, from team-building adventures to themed office parties. We believe that a happy team is a productive team, and we’re all about creating memories together. Check out our IG page to see some of our fun team events.
• Opportunity to Grow: We don’t just offer jobs; we offer careers. We value your potential and provide a clear path for advancement, so you can climb the ranks and take your career to new heights.
• Learn from Industry Leading Clinicians & Entrepreneurs: You’ll have a front-row seat to some of the brightest minds in the industry. They’re not just colleagues; they’re mentors who are eager to share their knowledge and help you develop your skills.

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

Salary: $18.00-$20.00 per hour + Bonus. We are aiming for a cash compensation of approximately $50,000-$55,000 annually based on meeting KPIs that will be discussed prior to offer stage.