Billing Administrator

True North Psychological Services in partnership with NuVista Mental Health

Full-Time – Hybrid work environment (Kingston & New Minas clinic locations)

Reports to:

Regional Operations Manager

NuVista Mental Health is a national network of mental health clinics serving communities across Canada. With locations from coast to coast and a growing portfolio of specialized sub-brands, NuVista is committed to accessible, evidence-based, and patient-centred care.

The Billing Administrator will support NuVista’s growing programs by ensuring billing, insurance submissions, payment reconciliation, accounts receivable follow-up, and related administrative processes are completed accurately and efficiently.

This role works closely with Client Care Coordinators, Clinical Teams, Finance, and Operations to support smooth revenue cycle processes while contributing to a professional and client-centred experience.

• Billing, invoicing, and payment processing
• Accounts receivable follow-up and collections support
• Insurance and third-party billing coordination
• Reporting, reconciliation, and administrative support

• Process client invoices.
• Review treatment schedules and completed appointments to ensure accurate billing.
• Validate billing information against treatment records.
• Generate and distribute invoices in accordance with organizational policies.
• Monitor and resolve billing discrepancies promptly.

• Monitor outstanding balances and accounts receivable aging reports.
• Follow up with clients regarding overdue balances in a professional and compassionate manner.
• Document collection activities and payment arrangements.
• Escalate complex billing concerns to leadership as appropriate.
• Support monthly AR review and recovery initiatives.

• Submit and track claims for Veterans Affairs Canada (VAC), Medavie Blue Cross, and other third-party payors.
• Verify coverage requirements and supporting documentation.
• Follow up on outstanding claims and payment delays.
• Maintain accurate records of claim submissions and reimbursement status.
• Process billing (federal/private insurance) and collect payments
• Reconcile daily, weekly, and monthly payments received through multiple payment methods.
• Review payment reports and investigate discrepancies.
• Assist with month-end billing reconciliation and reporting.
• Ensure accurate financial records are maintained.

• Reconcile daily, weekly, and monthly payments received through multiple payment methods.
• Review payment reports and investigate discrepancies.
• Assist with month-end billing reconciliation and reporting.
• Ensure accurate financial records are maintained.

• Generate billing, collections, and accounts receivable reports.
• Maintain billing trackers and supporting documentation.
• Identify trends, errors, and process improvement opportunities.
• Support operational audits and quality assurance initiatives.
• Assist with special projects related to clinic operations, revenue cycle management, and program growth.

• Manage reception (greeting, check-ins/outs, welcoming environment)
• Handle phone calls and emails professionally and promptly.
• Monitor client arrivals and support clinic flow.
• Perform accurate data entry and maintain digital records.
• Handle documentation, forms, scanning, and correspondence.
• Follow SOPs and uphold confidentiality and professional standards.

• Diploma or Certificate in Business Administration, Accounting, Medical Administration, or a related field considered an asset.
• Minimum 2 years of experience in billing, accounts receivable, medical administration, or healthcare administration.
• Experience with healthcare billing processes, including VAC, third-party payer programs, and government-funded healthcare programs, considered an asset.
• Experience with Jane App, Med Access, or other EMR systems considered an asset.
• Strong proficiency with Microsoft Office Suite and comfort working with multiple digital systems.
• Excellent written and verbal communication skills.
• Ability to manage confidential…