Office Manager

Office Manager, Allied Therapy Bedford, Nova Scotia

Allied Therapy is looking for an organized, proactive and capable Office Manager to lead the administrative operations of our Bedford clinic. This is not simply a senior reception position. We're looking for someone who enjoys making a busy organization run well: keeping schedules moving, supporting an administrative team, solving problems before they become bigger problems, protecting billing and receivables, improving systems, and making sure families and therapists receive exceptional administrative support.

Allied Therapy is an integrated therapy organization providing Speech-Language Pathology, Occupational Therapy, Behaviour Therapy, Clinical Therapy, Parent Coaching, group programs, telehealth, and school and community-based services. Our team works collaboratively rather than in isolated disciplines. Families receive coordinated support from professionals working toward shared goals. We believe families should always know what comes next. Our promise is simple:
Always a way forward.

• Supervise and support Front Desk staff
• Delegate administrative work and follow up on completion
• Maintain smooth clinic and Front Desk operations
• Identify problems early and ensure they have a clear owner
• Improve recurring workflows, checklists and administrative systems
• Help create an organized, professional and welcoming clinic environment

You’ll help make sure families can access available care and therapists' schedules remain organized. Clinical decisions remain with our clinical team. Your role is to make sure the administrative side of the plan actually happens.

You’ll:

• Monitor schedules and upcoming openings
• Identify clients requiring scheduling follow-up
• Coordinate waitlist movement
• Support cancellation recovery and rebooking
• Identify recurring schedule gaps
• Ensure administrative barriers to booking are resolved
• Coordinate scheduling issues with therapists and Clinical Leads

You’ll help protect the financial health of the clinic by ensuring billing and payment issues are identified and addressed promptly. You’ll:

• Oversee billing accuracy and timely submission
• Monitor outstanding accounts
• Coordinate follow-up on aged receivables
• Track government and third-party payments
• Identify missing billing documentation
• Maintain accurate billing and payment records
• Escalate significant issues appropriately

Allied Therapy works with families, government programs, schools and community organizations. You’ll help manage:

• Funding administration
• School and community agreements
• Estimates
• Funding documentation
• Partner follow-up
• Contract-related billing requirements

You’ll help ensure families experience Allied Therapy as responsive, organized and compassionate from their first contact with us. That includes overseeing:

• Phones, email and client communication
• Intake and scheduling workflows
• Funding and billing questions
• Administrative concerns
• Timely follow-up
• A welcoming and professional Front Desk experience

You may be a strong fit if you're the person who naturally notices:

• something hasn't been followed up on
• a process isn't working
• a schedule has preventable gaps
• a payment is overdue
• someone isn't clear about what they're responsible for
• the same problem keeps happening and needs a better system

And then you do something about it.

• Strong organization and prioritization
• Excellent judgment
• Initiative and follow-through
• Leadership and delegation skills
• High attention to detail
• Comfort with numbers, billing and administrative data
• Excellent written and verbal communication
• Strong client service skills
• Confidence learning new technology
• Ability to remain organized when priorities change
• Ability to work independently without needing constant direction

Previous leadership experience is an asset, but we’re also interested in experienced administrators who are ready to take the next step into operational leadership. You don't need to know every system on your first…