About KP Psychological
KP Psychological Inc. is a growing virtual psychology practice serving clients throughout Alberta. Our team provides evidence-based psychological services, with a particular focus on trauma, PTSD, EMDR therapy, first responders, veterans, and complex mental health concerns.
We are hiring a dependable and highly detail-oriented Administrative Assistant to support the owner and several psychologists within the practice.
This is a hybrid, in-person and remote, part-time contract position. The successful applicant will play an important role in keeping the administrative and financial operations of the practice organized, accurate, and responsive.
About the Role
The Administrative Assistant will help manage client communication, billing, payment reconciliation, appointment-related administration, documentation, and general practice operations.
Because this position involves confidential health information and financial records, accuracy, professionalism, discretion, and follow-through are essential.
We are looking for someone who is self-directed and self-sufficient, naturally notices inconsistencies, keeps track of unfinished tasks, documents their work, and closes administrative loops.
Primary Responsibilities
Billing and Financial Reconciliation
- Prepare and process invoices for psychological services.
- Complete individual, insurance, third-party, and organizational billing.
- Reconcile payments received against invoices and client accounts.
- Track outstanding balances, rejected claims, partial payments, and overdue accounts.
- Send professional payment reminders and follow up on outstanding balances.
- Maintain accurate billing and reconciliation spreadsheets.
- Enter and organize business expenses and supporting receipts.
- Identify discrepancies and bring unresolved financial issues to the practice owner.
Client and Practice Communication
- Monitor the practice’s administrative email account regularly.
- Respond to client questions professionally and within established timelines.
- Notify psychologists promptly about same-day cancellations, rescheduling requests, or urgent administrative concerns.
- Send onboarding emails, appointment information, forms, portal instructions, and virtual-session links.
- Follow established templates and procedures while recognizing when an issue needs to be escalated.
- Maintain a warm, calm, and professional tone when communicating with clients who may be distressed or frustrated.
Scheduling and Administrative Support
- Schedule, reschedule, and cancel client appointments when required.
- Ensure appointment changes are accurately recorded and communicated.
- Support the administrative needs of several psychologists.
- Assist with client intake, wait-list management, therapist matching, and referral coordination.
- Maintain organized records, spreadsheets, templates, checklists, and internal documentation.
- Help improve administrative systems and standard operating procedures as the practice grows.
Documentation, Privacy, and Security
- Handle client and practice information in accordance with privacy and confidentiality requirements.
- Maintain organized and accurate electronic client and office records.
- Use secure, password-protected equipment and approved practice systems.
- Protect client information from unauthorized access or disclosure.
- Immediately report potential privacy, security, or documentation concerns.
YouTube and Social Media Support
Depending on the applicant’s skills and interests, there may be opportunities to assist with:
- Uploading and organizing YouTube videos.
- Preparing video descriptions, timestamps, titles, and supporting materials.
- Scheduling social media content.
- Repurposing video content for LinkedIn, Facebook, Instagram, or other platforms.
- Creating basic graphics or social media assets using Canva.
- Organizing content calendars and tracking content performance.
- Supporting the Calm with Kyle YouTube channel and related educational content.
Social media or YouTube experience is an asset, but it is not required. The core priority of the position is reliable practice administration.
Required Qualifications
- Previous administrative, medical office, psychology practice, bookkeeping, billing, or professional-services experience.
- Strong attention to detail and a high standard of accuracy.
- Excellent written communication and professional judgment.
- Ability to manage multiple psychologists, clients, deadlines, and administrative priorities.
- Experience working with spreadsheets, including Microsoft Excel or Google Sheets.
- Comfort learning new practice-management and communication platforms.
- Ability to work independently and complete tasks without frequent supervision.
- Strong organizational, time-management, and task-tracking skills.
- Ability to maintain strict confidentiality.
- Access to a reliable computer, secure internet connection, and private workspace.
- Willingness to work as an independent contractor and submit monthly invoices.
Preferred Qualifications
Experience with one or more of the following would be beneficial:
- Psychology, counselling, healthcare, or medical-office administration.
- Insurance or third-party health-service billing.
- Payment reconciliation, bookkeeping, or accounts receivable.
- Owl Practice or another electronic medical record or practice-management platform.
- Hushmail or another secure email platform.
- Microsoft Excel, Google Workspace, Canva, YouTube Studio, or social media scheduling tools.
- Developing procedures, templates, checklists, or administrative systems.
- Supporting a virtual healthcare or professional-services business.
Characteristics of a Strong Candidate
The strongest candidate will be:
- Exceptionally attentive to detail.
- Reliable and consistent.
- Comfortable taking ownership of assigned responsibilities.
- Proactive about identifying errors or unfinished tasks.
- Able to distinguish between routine matters and issues that require escalation.
- Calm and professional when handling sensitive client situations.
- Comfortable receiving feedback and correcting errors.
- Interested in helping a growing psychology practice develop stronger systems.
Schedule and Availability
Most work can be completed flexibly. However, the contractor must be able to:
- Briefly monitor the administrative inbox on agreed-upon business days.
- Respond promptly to same-day appointment changes.
- Complete billing, reconciliation, and other recurring tasks by established deadlines.
- Communicate their availability and notify the practice in advance about interruptions in service.
Contractor Arrangement
This is an independent-contractor position rather than an employee position. The contractor is responsible for their own taxes, statutory remittances, equipment, workspace, and business expenses.
The successful applicant will be required to sign a confidentiality and service agreement and follow all practice privacy and security procedures.
Why Join KP Psychological?
- Hybrid work, in-person and remite
- Flexible part-time hours.
- Meaningful work supporting psychologists and mental health services.
- Opportunity to help shape administrative systems within a growing practice.
- Potential for expanded hours and responsibilities.
- Potential involvement in psychology education, YouTube, and social media projects.
How to Apply
Please submit your résumé and answer all application questions included with this posting.
Applications that do not answer the screening questions may not be considered.
KP Psychological Inc. values diversity and encourages applications from people with different backgrounds, perspectives, identities, and lived experiences.
Pay: $16.47-$25.00 per hour
Benefits:
- Company events
- Flexible schedule
- On-site parking
Application question(s):
- What days of the week are you available? Be specific. (i.e. Monday-Thursday 9am-9pm, Friday 12-8pm)
- What is your expected hourly wage?
- Do you have any bookkeeping, accounting or admin experience? Please describe.
- This is a contractor position and there will not be any benefits. Are you ok with no benefits?
Work Location: Hybrid remote in Edmonton, AB
