Job Details

Practice Management Assistant

Job Overview

We are a  virtual psychotherapy practice that provides psychotherapy services to individuals and couples  in Ontario. 


  • Track, manage and respond to  all incoming emails and phone calls in a timely manner
  • Assist new and existing  clients with setting up and scheduling appointment in our electronic health record (EHR) system
  • Respond to current clients  scheduling or rescheduling  requests 
  • Support the Clinical Director with relevant elements of billing (e.g. updating payment information, follow up on unpaid client sessions
  • Provide administrative support to the Clinical Director with  the recruitment, screening, scheduling and  onboarding of  new associates, interns and administrative staff within the practice 
  • Develop operational documents that streamline and  support the day to day management of the practice 

Social Media 

  • Setting up new social media accounts across various platforms (e.g. Facebook, Twitter, Instagram, TikTok, Linkedin etc.)
  • Provide support with auditing  and updating  existing social media accounts 
  • Create original, tailored, cohesive graphic content for all social media accounts
  • Develop a library of hashtags that aligns with industry, niche and posted psychological content 
  • Use social media scheduling tools such as Later, Hootsuite, Planoly etc., to plan and organize upcoming posts  
  • Engage with audience on various social media platforms 
  • Develop various process maps and model  for clients 

Blogging and E-mail Marketing

  • Research, write, edit and send monthly and quarterly newsletters and blogs  that include:  clinic announcements, journal prompts, mental health tips and tools

Website Updates and Maintenance 

  • Assist with integrating ongoing updates to our clinic website while ensuring that the website remains responsive and user friendly

Community Outreach 

  • Liaise  with  potential referral sources to promote our practice

The ideal candidate should possess the  following skills: 

  • 1-2 year experience working in the health, human services, administrative, and/or mental health  fields
  • Excellent healthcare,  clinical and administrative skills 
  • Experience working on encrypted platforms (e.g. Jane, Owl,  Hushmail) would be beneficial. Training provided.
  • Ability to work independently, problem solve, take initiative and complete work in a timely fashion
  • Experience in addressing sensitive issues
  • Familiarity with or openness to becoming familiar with  the policies/ regulations of  the College of Registered Psychotherapists of Ontario (CRPO) and the College of Psychologists of Ontario (CPO). Can be learned at a later time. 
  • Reliability regarding confidentiality of medical and other restricted information, familiarity with privacy legislation and experience handling sensitive and personal health  information 
  • Strong skills in providing client oriented service and serving clients from diverse backgrounds with respect 
  • Excellent organization skills, planning and time management skills  
  • An ability to engage with clients from a variety of backgrounds and cultures
  • Excellent written and oral communication proficiency is essential 
  • Demonstrated competency in the use of computer software systems (e.g. Microsoft Office Suite and digital health care systems). Knowledge of Canva and social media scheduling tools (e.g. Later, Hootsuite, Planoly etc.,) would also be an asset 

Qualifications and Requirements

  • Possess a Masters or Bachelor level degree in psychology, social services or administration. Candidates who hold a college diploma in social services, health or  administration will also  be considered 

While we appreciate all applications, only individuals selected for further consideration will be contacted. 


  • This position is 30 hours per week 
  • Flexible 


  • Admin Assistant
  • Transcription
  • Blogging
  • Content Writer
  • Graphic Design
  • Social Media Marketing
  • Web Design


  • Healthcare Virtual Assistants
  • Marketing Virtual Assistants


  • Administrative service
  • Customer Service
  • Executive Virtual Assistant
  • Marketing Services
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