Billing Administrator

True North Psychological Services in partnership with NuVista Mental Health
Full-Time – H ybrid work environment (Kingston & New Minas clinic locations)

Reports to:

Regional Operations Manager

About Nu Vista

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 Opportunity

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.

This role is responsible for:

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

Key Responsibilities

Billing & Invoicing

• 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.

Accounts Receivable & Collections

• 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.

Insurance & Third-Party Billing

• 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.

Reporting & Administrative Support

• 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

Scheduling, Coordination, & Clinic Flow

• 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 information with professionalism and discretion
• Strong attention to detail, organization, time management, and prioritization skills
• Proven ability to proactively identify, address, or elevate risks and improvement opportunities
• Ability to communicate confidently and professionally with clients, demonstrating empathy, respect, and a client-centred approach

Core Competencies

• Communication
  :
  Communicates clearly and effectively; strong presentation and active listening skills.
• Computer Skills
  :
  Proficient with technology; quickly learns new tools and leverages systems to improve efficiency and performance.
• Customer Service
  :
  Builds positive relationships and responds effectively to customer needs and concerns.
• Dependability
  :
  Reliable, accountable, and consistently meets deadlines and commitments.
• Ethics & Integrity
  :
  Demonstrates honesty, accountability, and maintains strict confidentiality.
• Quality Focus
  :
  Produces accurate work and proactively identifies opportunities for improvement.