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

About NuVista

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.

Payment Reconciliation

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

Provide back-up coverage for client intake and scheduling whenever need arises.

Qualifications

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 escalate 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.