Job Description

CBI Health is Canada's leading community healthcare provider. Our national interdisciplinary network of healthcare staff and professionals is over 2,500 strong, and we continue to find ways to innovate our services to provide better recovery and support for our clients.

We’re changing how healthcare is experienced. We believe it starts with putting our clients first. Our diverse healthcare team works together with our clients to address all parts of their life, to provide data-driven solutions and better health outcomes. Learn more at cbihealth.ca

About this opportunity

The Rehabilitation Services Administrator is supporting role within the Account Lead team, responsible for managing PCVRS referrals from intake through service delivery and billing. This position is highly process-driven, with a focus on accuracy, timeliness, and compliance with PCVRS service delivery standards.

While this role primarily focuses on referral processing, scheduling, documentation management, and billing workflows, the Administrator may also provide basic backfill support for Account Leads during periods of high demand. Clinical inquiries, relationship management, and decision-making responsibilities remain with Account Leads and PCVRS staff.

This is a temporary 4 month contract position.

Pay range for the position: $40,000-59,200 annually.

Take an inside look at what you’ll do each day

Referral & Intake Processing

• Primary contact for referral requests (assessment and treatment services) via email from PCVRS scheduling coordinators.
• Communicate with CBIH AM/AD to confirm acceptance/decline of referrals and coordinate first appointment “reservation holds”.
• Confirm referral acceptance with PCRVS staff and at the clinic level convert reservation holds to confirmed appointments.
• Monitor VAC/PCVRS portal (ACMS) for new referral documentation and enter it into internal systems.
• Review referral documentation for completeness and upload along with clinical report templates, clinician resources and case templates in a timely manner.
• Contact PCVRS to manage rescheduling of first appointment if cancellation or no show.
• Confirm bookings with Participants(EA is currently responsible for this 24 hours before first appointment?), clinicians, and coordinators.

Monitoring & Coordination

• Monitor the scheduling of assessments, treatments, and case conferences according to PCVRS timelines.
• Track file progress and send reminders to clinical teams as needed to reduce cancellations/no-shows.
• Escalate scheduling conflicts to PCVRS Rehab Services Specialist (RSS) as required and if necessary to PCVRS Director

Documentation & Reporting Support

• Track reporting deadlines (intake, progress, discharge), case conferences, extension requests and remind clinicians accordingly.
• Upload reports and supporting documents into ACMS within required deadlines.
• Maintain accurate case records, ensuring confidentiality and compliance.

Billing & Finance Administration

• Verify billing accuracy and escalate discrepancies to finance.
• Support reconciliation of accounts receivable as directed by payments application team.

Relationship Management

• Participate in weekly meetings with PCVRS Director to support referral volumes and escalate RSS unresolved issues.
• Communicate with Account Lead any issues/concerns not resolved with PCVRS Director.

Account Lead Team Support (Backfill Duties)

• Provide basic support for Account Leads during busy periods, such as:
• Tracking file progress and ensuring documentation is up to date.
• Following up on outstanding administrative tasks.
• Relaying non-clinical updates to referral sources under Account Lead direction.

What you need to be successful

• College diploma or certificate in Office Administration, Medical Office Assistant, Health Administration, or related field.
• 1–2 years of administrative experience (healthcare or rehabilitation preferred).
• Bilingual (French/English) required.
• Strong organizational skills with proven ability to follow structured processes.
• Proficient with digital systems (experience with EMRs, ACMS, or Clinicmaster an asset).
• Professional, courteous communication with Veterans, staff, and external partners.
• Knowledge of PCVRS contract SLAs and PCVRS training resources.
• Able to combine a commitment to organizational and operational efficiency with innate desire to help others.
• Able to work well in a team environment, handle multiple assignments and meet deadlines.
• Able to adapt to changing priorities as circumstances and information change frequently.

What CBI Health offers you

• Continuous learning and skills development, including management opportunities
• Training and mentoring from a national network of experts
• Competitive compensation with comprehensive benefits and rewards package, including group health, dental and vision benefits, paid 100% by the employer

CBI Health is committed to providing a diverse, equitable, and inclusive workplace where everyone feels safe and accepted as their authentic selves. We actively seek qualified candidates who share our commitment to equity and inclusion and contribute to the diversification of ideas and perspectives that help us innovate and provide the best possible care to our clients.

We welcome applications from all individuals regardless of race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other characteristics that make each of us different.