Administration Team
At healthOne, we pride ourselves on providing a professional AND fun environment for all our staff.
We’re always looking for talented individuals to join our growing family. We hire MOAs, PTAs, receptionists and students. We foster the success of each staff member by supporting them in current and future career goals. We provide in-house training to expand your skills and feel strongly about promoting from within our organization. It’s important to us that every team member wakes up excited to come to the clinic.
We value every role in our organization equally, recognizing that each team member plays a vital part in delivering an exceptional experience to our patients.
Send your resume to careers@healthonephysio.ca today!
Or, if you prefer, you can fill out the online form below to submit your information
Payroll & Accounting Manager
Join our team as the Payroll and Accounting Manager ($29 - $32 / hour)
In this position, you'll oversee payroll for staff and contractors, manage accounts receivable, and compile month-end reports for our three clinics. We're looking for a detail-oriented professional who aligns with healthOne’s core values and promotes a positive, collaborative environment, while demonstrating proficiency in QuickBooks and MS Office.
This role offers the opportunity to make a significant impact on our operations while enjoying the flexibility of working from home. Join us in creating a dynamic workplace focused on teamwork and innovation, where your contributions will help drive our success!
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Overview:
Reporting directly to the Owners, the Payroll & Accounting Manager is responsible for overseeing the payroll for staff / contractors, accounts receivable, compiling month end reports and bookkeeping for all three clinics. The Payroll & Accounting Manager is expected to uphold all core values of healthOne by always conducting themselves in a professional and respectful manner, dress business casual when on-site and promote team cohesiveness throughout the company.
Salary, Bonuses & Benefits:
Salaried Position: $29 - $32 / hour
3-5 weeks of paid vacation per year
Extended Health Benefits Package
Annual business supplies & equipment account of $500
Monthly cell phone allowance of $100 (plan only – no cell phone equipment reimbursement)
Flexibility of working from home but travelling to clinics as required
Duties & responsibilities:
The Payroll & Accounting Manager will ensure the accurate completion of the following key duties and responsibilities:
Payroll
Ensure all employee timesheets are completed and submitted for payroll
Work with accountant on payroll submission (bi-monthly)
Complete all contractor compensation summaries and submit to the accountant for payroll in a timely fashion
Email all the contractors their compensation summaries semi-monthly
Collect all invoices from contractors, verifying their accuracy and place in the Executive Shared folder
Be available for any questions from contractors regarding their compensation
Update Therapist Payroll spreadsheet as needed
Ensure accuracy of payroll
Accounting
Compile end of month reports to deliver to the accountant
Coding of invoices
monthly bookkeeping duties (Quick Books online)
Accounts Receivable
Collection of patient and insurance receivables (AR) for all clinics (60 days+) directly or delegating appropriate accounts to Clinic Leads
Creating and managing Gift Certificates for all three clinics
Weekly balancing of POS sales summary and deposits with Jane reports (i.e., ‘end of day balancing’)
Assist / oversee Clinic Leads with following tasks:
processing of payments for all clinics
billing questions
accurate daily invoicing (electronic & paper) to all insurance parties (i.e.MSP, ICBC, WSBC, Sunlife, DVA, Blue Cross, etc.)
bi-monthly remittance from Teleplan and rejections corrected
DVA, RCMP, ICBC direct, and other miscellaneous entries
completion of month end ‘paper’ invoicing
Extended Benefit Plan Management
Enroll and remove employees from the company benefit plan
Ensure payroll deductions are applied for plan premiums
Scheduling
Assist Operations Team as needed
Insurance & Licensing
Annual CGL and Professional Liability insurance renewals for all clinics
Ensure all contractors maintain and provide proof of regulatory College license and malpractice insurance certificates annually
WSBC confidentiality form completion annually for all contractors treating WSBC patients
Ensure business license renewal for all clinic locations
Technology / Computer Systems
Proficient in MS Excel, Word, OneNote and OneDrive software
Remain current with Jane App program (including processing of updates)
Be proficient and remain current with Quick Books online software
Oversee WSBC, ICBC and other 3rd party web portal administration
Special Projects
Leading and completing special projects as required
Direct Reporting
Weekly meetings with Owners to address problems, and to review policies and procedures as necessary.
Clinic Lead
Join our team as a Clinic Lead ($22 - $26 / hour)
Are you ready to take the next step in your career and lead a dedicated team in a thriving clinic environment? As the Clinic Lead, you'll oversee day-to-day operations, ensuring exceptional patient care and a cohesive team atmosphere. With a competitive hourly wage and a comprehensive benefits package, including 100% coverage after your probation, this full-time role offers both financial rewards and professional growth.
Your responsibilities will include managing staff performance, maintaining therapist schedules, and driving operational excellence—all while upholding our core values. If you are a proactive leader with a passion for healthcare and a commitment to fostering teamwork, we invite you to join us and make a meaningful impact in our community!
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Number of Positions: 1-2 per clinic; full-time position (40 hours per week)
Overview:
Reporting directly to the Clinic Owners, the Clinic Lead is responsible for overseeing the day-to-day operations of their home clinic. The Clinic Lead is expected to uphold all core values of healthOne, always conduct themselves in a professional and respectful manner, dress business casual when in the clinic and promote team cohesiveness.
Compensation:
$22.00 to $26.00 per hour
Paid vacation (regular accumulation available immediately)
Extended Benefits Plan available after 3-month probationary period (100% covered by healthOne)
5 Sick days per annum after 3-month probationary period
Duties & Responsibilities:
The Clinic Lead will ensure the accurate completion of the following key duties and responsibilities:
Daily Reception Duties
Customer Service
Booking appointments
Answering phone / emails
Monetary transactions
Processing of 3rd party billings
Assist staff with billing questions
Staffing & Performance Management
Hiring and training of reception & clinic support staff
Ensuring compliance of healthOne policies and procedures by all staff and therapists
Performance reviews of reception & clinic support staff
Onboarding and dismissal of all employees & contractors (i.e., keys, alarm access, software access, direct billing access, email access, etc.)
Front Desk & Support Staff Supervision
Ensure all above procedures are completed in an accurate and timely manner by staff
Handle any staff performance issues in conjunction with Clinic Owners
Front Desk & Support Staff Team Building
Ensuring promotion of team participation philosophy
Organize team building events
Ensuring all staff are aware of equal importance of their roles in the success of our healthOne clinics
Front Desk & Support Staff Scheduling
Preparing and maintaining the weekly schedule for all staff using the When I Work app
Ensuring front desk is always covered during business hours
Ensuring adequate support staff coverage
Update, monitor and final approval of all employee schedules
Approval of all vacation / time off requests for staff
Therapist Schedule & Chart Maintenance
Monitor cancellations and missed appointments (as per the ‘No-Show’ policy)
Ensure gaps in the therapists’ schedules are filled with patients from the wait list.
Ensure all necessary forms for new patients are completed (Intake & Consent form, 3rd party insurance claim information, WSBC, ICBC, etc.)
Therapist Shift Maintenance
Make temporary changes to a therapist’s schedule. Permanent schedule changes must be approved by the Clinic Owners.
Waitlist Management
Review waitlist and make corrections (i.e. editing / updating waitlist settings)
Triage patients as needed (i.e. urgent post-trauma/post-surgical patients that require immediate care)
Ensure that therapists are notified right away about triaged urgent patients, and arrange an appointment as soon as possible (or direct others to make appointment)
Direct front desk to call and book patients on the waitlist.
Submit daily Waitlist Report to reception team and Clinic Owners
Inventory & Supplies
Ensure the completion of monthly inventory count using the Sortly app
Ensure items are delivered and tracked as outlined in the Inventory policy.
Product management (i.e. products for sale to patients) are adequately stocked, price tag applied, and display cases maintained in orderly and pleasing display
Check daily for adequate supply of key operational inventory items (i.e. printer paper, laundry soap, towels, IMS needles, etc.)
WSBC Hand Program Portal
Retrieve direct referrals and ensure prompt scheduling of patients
Enter new referral requests
Monitor and maintain referrals
Report Tracking & Case Management
Ensure that all WSBC and ICBC reports are tracked accurately in their respective spreadsheets
Send weekly WSBC report and ICBC treatment plan lists to therapists
Follow up on WSBC reports and ICBC treatment plans with therapists
Submit all WSBC and ICBC reports
Complete billing for all WSBC and ICBC reports
Accounting
Daily follow up by phone and email for any outstanding fees from previous day
Responsible for following up on all patient AR under 30 days
Update Patient AR spreadsheet in OneDrive daily
Advise Payroll & Accounting Manager of ‘hard to collect’ payments immediately
Teleplan rejections corrected daily
ICBC rejections reviewed daily in portal and follow up with treatment plans as needed
Update ICBC Rejection spreadsheet in OneDrive daily
ICBC AR over 8 days – review and rebill as needed (there should be no outstanding ICBC payments over 8 days unless it is a rejection)
Clinic Invoicing & EFT Payments
Enter all EFTs weekly
Submit monthly paper invoices (end of month)
Clinical Record Requests
In conjunction with other front desk staff, preparation of Clinical Records for patient or Medico-legal purposes as per our Clinical Record Request policy
Clinic Maintenance
Ensure clinic always maintains a high standard of cleanliness
Ensuring that all clinic equipment is functioning and report any issues to the Clinic Owners immediately
Following the opening and closing processes as per the Opening and Closing Duties Checklist
Schedule and supervise any monthly or annual maintenance projects (i.e. dryer vent cleaning, carpet cleaning, window cleaning, etc.)
Technology & Computer Systems
Remain current with Jane App program (including processing of updates)
Ensuring staff utilize Jane App program efficiently
Assist in hardware / computer repairs as able or organize repairs
Customer Service
Be a main point of contact for patients, therapists, external partners of healthOne. Items such as patient complaints to be addressed and resolved.
Special Projects
Complete special projects as required
Direct Reporting
Report to the Clinic Owners
Meet weekly with Clinic Owners to discuss operations, clinic/patient issues and plans
Reception
Join our team as a Receptionist ($19 - $22 / hour)
Are you the welcoming face that makes a difference in patient care? As the Receptionist at healthOne, you’ll be the first point of contact for our patients, providing exceptional customer service while managing essential front desk operations. This role offers a competitive hourly wage, paid vacation, and a robust benefits plan after your probationary period.
Your responsibilities will include booking appointments, managing therapist schedules, and ensuring seamless monetary transactions—all while upholding our core values in a professional atmosphere. If you have a passion for helping others and thrive in a fast-paced environment, we want you to be part of our dedicated team. Seize this opportunity to grow your career in a supportive and rewarding setting!
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Overview:
Reporting directly to the Clinic Lead, the Receptionist is responsible for being a friendly face at the front desk of the clinic, while taking care of day-to-day front desk duties. The Receptionist is expected to uphold all core values of healthOne, always conduct themselves in a professional and respectful manner. The Receptionist will dress business casual when in the clinic.
Compensation:
$19.00 to $22.00 per hour
Paid vacation (regular accumulation available immediately)
5 Sick days per annum after 3-month probationary period
Extended Benefits Plan available (24 or greater hours per week) after 3-month probationary period. (75% of plan fees covered by healthOne for full-time employees, 50% covered for part-time employees)
Duties & Responsibilities:
The Receptionist will ensure the accurate completion of the following key duties and responsibilities:
Daily Reception Duties
Customer Service
Booking appointments
Answering phone / emails
Monetary transactions
Processing of 3rd party billings
Therapist Schedule and Chart Maintenance
Monitor cancellations and missed appointments (sending notifications to patients re: missed appointments as per No-Show policy)
Ensure gaps in the schedule are filled with patients from the cancellation list (waitlist). There should never be a gap in a therapist’s schedule if there are patients on the cancellation list (waitlist)
Ensure all necessary forms for new patients are completed (New Patient form, claim information, 3rd party insurance info, WSBC, ICBC, etc.)
Therapist Shift Maintenance
Make temporary changes to a therapist’s schedule. Permanent schedule changes must be approved by the Owners.
Accounting
Ensure all patients pay at the time of their appointment
Following cash payment and cheques processes
Daily follow up by phone and email for any outstanding fees from previous day
Ensure accurate daily invoicing to all insurance parties (MSP, ICBC, WSBC, Sunlife, DVA, Blue Cross, etc.)
Advise Accounting & Payroll Manager of ‘hard to collect’ payments
Clinical Record Requests
Preparation of Clinical Records for patient or Medico-legal purposes as per our Clinical Record Request policy
Clinic Maintenance
Ensure clinic maintains a high standard of cleanliness at all time
Following the opening and closing processes as per the Opening and Closing Duties Checklist
Alert Clinic Lead to any equipment breakage/failure that needs attention
Direct Reporting
Report to the Clinic Lead
Dual Role - Reception & Clinic Support
Join our team as a Dual Role – Reception & Clinic Support ($18 - $22 / hour)
Are you looking for a diverse role that combines customer service and hands-on support in a vibrant healthcare setting? As a Dual Role employee at healthOne, you’ll be the friendly face at our front desk while also providing essential clinic support to ensure smooth patient flow and high-quality care. This position offers a competitive hourly wage, paid vacation, and a robust benefits package after your probationary period. Your responsibilities will include managing appointments, assisting therapists with modalities, and maintaining a clean and welcoming environment. If you’re passionate about patient care and thrive in a collaborative atmosphere, we invite you to apply and make a meaningful impact in our community!
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Overview:
Reporting directly to the Clinic Lead, the Dual Role employee is a combined role of front desk administrative tasks and clinic support tasks. The Dual Role employee is responsible for maintaining patient flow and applying modalities as requested by the therapists, as well as being a friendly face at the front desk performing basic day-to-day front desk duties. The Dual Role employee is expected to uphold all core values of healthOne, always conduct themselves in a professional and respectful manner.
Compensation:
$18.00 to $22.00 per hour (based on experience and qualifications)
Paid vacation (regular accumulation available immediately)
5 sick days per annum after 3-month probationary period
Extended Benefits Plan available (minimum 24 hours per week) after 3-month probationary period (75% of plan fees covered by healthOne for full-time employees, 50% covered for part-time employees)
Duties & Responsibilities:
The Dual Role employee will ensure the accurate completion of the following key duties and responsibilities:
Daily Reception Duties
Customer Service
Booking appointments
Answering phone / emails
Monetary transactions
Processing of 3rd party billings
Therapist Schedule and Chart Maintenance
Monitor cancellations and missed appointments (sending notifications to patients re: missed appointments as per No-Show policy)
Ensure gaps in the schedule are filled with patients from the cancellation list. There should never be a gap in a therapist’s schedule if there are patients on the cancellation list
Ensure all necessary forms for new patients are completed (New Patient form, claim information, 3rd party insurance info, WSBC, ICBC, etc.)
Therapist Shift Maintenance
Make temporary changes to a therapist’s schedule. Permanent schedule changes must be approved by the Owners.
Accounting
Ensure all patients pay at the time of their appointment
Following cash payment and cheques processes
Daily follow up by phone and email for any outstanding fees from previous day
Ensure accurate daily invoicing to all insurance parties (MSP, ICBC, WSBC, Sunlife, DVA, Blue Cross, etc.)
Advise Accounting & Payroll Manager of ‘hard to collect’ payments
Clinical Record Requests
Preparation of Clinical Records for patient or medico-legal purposes as per our Clinical Record Request policy
Cleaning Duties & Clinic Maintenance
Ensuring that all treatment rooms and areas are sanitized before and after each patient
Keeping up with laundry, vacuuming, and mopping as needed
Ensuring that physio and modalities carts are tidied and cleaned throughout the day
Emptying all garbage and recycling at least once a day
Keeping waiting areas and high touch surfaces sanitized
Cleaning hydrocollator (weekly) and the wax bath (monthly)
Ensure clinic maintains a high standard of cleanliness at all time
Ensuring that all clinic equipment is functioning and reporting any issues to the Clinic Lead
Following the opening and closing processes as per the Opening and Closing Duties Checklist
Modalities
Applying heat and ice to patients as requested by therapists
Performing therapeutic modality treatments such as ultrasound, laser, IFC, TENS and the traction bed as instructed and supervised by therapists
Set up patients with whirlpool and wax bath as instructed by therapists
Patient Flow
Greeting each patient as they arrive
Showing patients to their room as soon as possible as to avoid crowding in the front area of clinic
Notifying therapists of patient arrivals
Monitoring and setting timers for modalities
Supplies
Ensuring hand towels are stocked beside sinks
Restocking physio and modality carts with supplies and lotion/gel bottles
Restocking wound care room as needed
Fill up wax bath as needed
Ensuring splint pans and hydrocollator have enough water throughout day
Direct Reporting
Report to the Clinic Lead
Clinic Support
Join our team as a Clinic Support ($18 - $20 /hour)
Are you passionate about patient care and eager to make a difference in a dynamic healthcare environment? As a Clinic Support team member at healthOne, you'll play a vital role in ensuring seamless patient flow and providing essential support to our therapists. With responsibilities ranging from maintaining a clean and welcoming clinic to assisting with patient modalities, you’ll contribute directly to enhancing our patients' experiences.
We offer competitive pay, paid vacation, and a comprehensive benefits plan after your probationary period. If you thrive in a collaborative, professional atmosphere and are dedicated to upholding our core values, we want to hear from you. Embrace the opportunity to grow your skills while supporting a team committed to excellence in patient care!
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Overview:
Reporting directly to the Clinic Lead, the Clinic Support is responsible for maintaining patient flow and applying modalities as requested by the therapists. The Clinic Support employee is expected to uphold all core values of healthOne. They will always conduct themselves in a professional and respectful manner. The Clinic Support employee will wear healthOne hospital scrubs while working in the clinic.
Compensation:
$18.00 to $20.00 per hour (based on experience and qualifications)
Paid vacation (regular accumulation available immediately)
5 sick days per annum after 3-month probationary period
Extended Benefits Plan available (24 or greater hours per week) after 3-month probationary period. (75% of plan fees covered by healthOne for full-time employees, 50% covered for part-time employees)
Duties & Responsibilities:
The Clinic Support will ensure the accurate completion of the following key duties and responsibilities:
Cleaning Duties
Ensuring that all treatment rooms and areas are tidied and sanitized before and after each patient
Keeping up with laundry, vacuuming, and mopping as needed
Ensuring that physio and modalities carts are tidied and cleaned throughout the day
Emptying all garbage and recycling at least once a day
Keeping waiting areas and high touch surfaces sanitized
Cleaning hydrocollator (weekly) and wax bath (monthly)
Modalities
Applying heat and ice to patients as requested by therapists
Ensuring patient positioning and comfort at all times and providing patient with bell to allow contact during treatment
Performing therapeutic modality treatments such as ultrasound, laser, IFC, TENS and the traction bed as instructed and supervised by therapists
Set up patients with whirlpool and/or wax bath as instructed by the therapist
Patient Flow
Greeting each patient when they arrive
Showing patients to their room as soon as possible as to avoid crowding in the front area of clinic
Notifying therapists of patient arrivals
Monitoring and setting timers for modalities, and removing modalities in a timely manner
Assisting Front Desk
Answering the phones and putting them on hold as needed
Taking payments when front desk staff is busy
Booking subsequent appointments when able
Supplies
Ensuring hand towels are stocked beside sinks
Restocking physio and modality carts with supplies and lotion/gel bottles
Restocking wound care room as needed
Fill up wax bath as needed
Ensuring splint pans and hydrocollator have enough water throughout day
Direct Reporting
Report to the Clinic Lead
Administrative Manger
Administrative Manager ($26 - $30 / hour)
Reporting directly to the Clinic Owners, the Administrative Manager is responsible for overseeing all third party payments, scheduling, WSBC & ICBC reporting, billing & tracking, and submit monthly invoicing. The Administrative Manager is a combined position, with duties and responsibilities as a Clinic Lead and specialized administrative duties. The Administrative Manager is expected to uphold all core values of healthOne and conduct themselves in a professional and respectful manner at all times.
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Overview:
Reporting directly to the Clinic Owners, the Administrative Manager is responsible for overseeing all third party payments, scheduling, WSBC & ICBC reporting, billing & tracking, and submit monthly invoicing. The Administrative Manager is a combined position, with duties and responsibilities as a Clinic Lead and specialized administrative duties. The Administrative Manager is expected to uphold all core values of healthOne and conduct themselves in a professional and respectful manner at all times.
Compensation:
Salaried Position: $26 - $30 / hour
Paid vacation (regular accumulation available immediately)
Extended Benefits Plan available after 3-month probationary period (100% covered by healthOne)
5 Sick days per annum after 3-month probationary period
Equipment:
The Administrative Manager will be provided a laptop computer and secondary mobile screen to perform their duties as required
Duties & Responsibilities:
The Administrative Manager will ensure the accurate completion of the following key duties and responsibilities:
Staff Scheduling
o Oversee and when required complete staff scheduling using the ‘When I Work’ app for all 3 clinics. This will be coordinated with the Clinic Leads at each clinic.
Staff Training
o Provide staff training or performance improvement support as required for all clinics
Clinic Invoicing & Payments
o Enter all EFTs for each clinic
o After applying an EFT payment, ensure that all prior submissions have been paid to date. Investigate / resubmit outstanding claims
o Ensure all clinics complete monthly paper invoices. Submit invoices on behalf of an Operations Team member when required.
Accounting
o Daily follow up by phone and email for any outstanding fees from previous day
o Responsible for following up on ALL patient AR under 30 days – directly or in conjunction with a Clinic Lead
o Update Patient AR spreadsheet in OneDrive daily
o Advise Accounting & Payroll Manager of ‘hard to collect’ payments
o Teleplan rejections corrected
o ICBC rejections – review daily in portal and follow through with treatment plans as needed
o Update ICBC Rejection spreadsheet in OneDrive daily
o ICBC AR over 8 days – review and rebill as needed (there should be no outstanding ICBC payments over 8 days unless it is a rejection)
Report Tracking and Case Management
o Coordinating with all Clinic Leads to:
o Ensure that all WSBC and ICBC reports are tracked accurately in their respective spreadsheets
o Send weekly WSBC report and ICBC treatment plan lists to therapists
o Follow-up on WSBC reports and ICBC treatment plans with therapists
o Submit WSBC reports and ICBC treatment plans through online portals
o Complete billing for all WSBC reports and ICBC treatment plans
Inventory & Supplies
o Ensure the completion of monthly inventory count of all three clinics
o Using Sortly inventory app, create each clinic order list and send to Clinic Owners for approval
o Distribute approved order lists to all Clinic Leads
o Order inventory to be delivered at all three clinics
o Coordinate the transfer and delivery of any items between clinics
o Process any special-order equipment or supplies for all 3 clinics
Therapist Chart Audits
o Each Quarter, perform a company-wide chart audit to ensure best practices and compliance with regulatory College standards for therapy service provision
Google & Jane Review Management
o Every week, respond to any Google reviews received for all clinics
o Once a month, review the Jane reviews for all clinics. Reviews that are 3 stars or less to be sent to the therapist and Clinic Lead involved. Ensure a response is made to the patient involved.
Intake Form Completion Report & Follow-up
o Each week, prepare a report outlining any incomplete Intake forms for new patients from the week before for all clinics
o Place the report in the weekly Ops Management Team meeting agenda
o Follow-up with the previous weeks incomplete Intake forms to ensure they’ve been completed
Annual Operations Projects
o Each year ensure all clinic modality equipment is inspected and repairs and/or maintenance completed for all clinics
o Collect yearly WSBC Confidentiality and Bullying & Harassment policy signatures from all healthOne staff and contractors
Clinical Record Requestso In conjunction with the Clinic Leads for each clinic, preparation of Clinical Records for patient or Medico-legal purposes as per our Clinical Record Request policy
Technology / Computer Systems
o Remain current with Jane App program (including processing of updates)
o Ensuring staff utilize Jane App program efficiently
Manage Clinic Repairs & Deficiencies
o In conjunction with the Operations Team members, repair or remedy any clinic deficiencies at all clinics
o Ensure all clinic equipment is in good operating condition
Admin Duty Support
o Completing administrative duties for Operations Team members on vacation, sick, or when the position is vacant
Special Projects
o Lead and complete special projects as required
Direct Reporting
o Reports to the Clinic Owners
o Meet weekly with Operation Management Team via Zoom
Let’s work together…
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