Seasoned Virtual Clinic Administrator – Front Desk, Scheduling, Billing & Patient Communication Specialist for brighthush

About brighthush

brighthush is a forward‑thinking, founder‑led SaaS company that empowers health and wellness practitioners across Canada, the United States, and the United Kingdom. With a mission to give clinicians more time to care for patients, we build intuitive, cloud‑based tools that streamline clinic operations, from appointment booking to billing and charting. Our team of over 800 remote professionals is united by a shared passion for improving the everyday lives of both providers and their patients. At brighthush, we celebrate curiosity, embrace ambiguity, and thrive on solving real problems together.

Role Overview

We’re looking for a dedicated Virtual Clinic Administrator to join our Admin Services team. As the virtual front desk for a portfolio of clinics, you will be the heartbeat of their daily operations—managing inboxes, calendars, bookings, billing, and charting—all within the brighthush platform. Your work will free clinicians to focus on what matters most: delivering exceptional patient care.

The Impact You Could Have

• Restore Time for Practitioners: By handling day‑to‑day front desk tasks, you enable clinicians to devote more hours to patient interaction and treatment.
• Elevate Patient Experience: Your warm, professional communication across phone, email, and secure messaging will make every patient feel valued and supported.
• Ensure Operational Excellence: You’ll coordinate multiple clinics simultaneously, tracking tasks, follow‑ups, and critical deadlines with meticulous precision.
• Safeguard Sensitive Information: You’ll maintain accurate, secure records in compliance with PIPEDA, HIPAA, and other privacy regulations.
• Shape the Future of Virtual Support: Your frontline insights will inform the evolution of brighthush’s Services offering, helping us refine processes and introduce AI‑powered efficiencies.
• Champion Innovation: By testing new AI tools and sharing best practices, you’ll help clinics adopt solutions that save time without compromising quality or privacy.

Core Responsibilities

• Manage and triage clinic inboxes, ensuring timely responses to patient inquiries.
• Coordinate scheduling, cancellations, and rescheduling across multiple clinics using the brighthush platform.
• Process billing, insurance claims, and financial reconciliation, including WorkSafeBC and ICBC claims where applicable.
• Maintain accurate charting and documentation, adhering to industry standards and clinic protocols.
• Track and follow up on outstanding tasks, referrals, and lab results to keep clinics running smoothly.
• Serve as the primary point of contact for patients, delivering clear, compassionate communication.
• Collaborate with clinic leadership to refine workflows, implement new features, and integrate AI tools.
• Participate in ongoing training and professional development to stay current with platform updates and industry best practices.

Essential Qualifications

• Minimum of 3 years of administrative experience in a healthcare or wellness clinic, preferably at the front desk.
• At least 2 years of hands‑on experience using the brighthush platform, with proficiency in scheduling, invoicing, charting, and settings.
• Demonstrated ability to manage multiple clinics or practice areas, with familiarity in mental health, naturopathy, medical aesthetics, or related disciplines.
• Strong understanding of extended health billing and experience with WorkSafeBC or ICBC claims is a plus.
• Exceptional organizational skills, with the capacity to juggle numerous tasks and clinics while maintaining calm under pressure.
• Excellent written and verbal communication, capable of adapting tone to match each clinic’s style while preserving patient trust.
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) and quick adaptability to new systems and workflows.
• Curiosity about AI tools and a willingness to experiment and share findings.
• Based in Canada, available Monday‑Friday, 8‑hour shifts between 7 am and 7 pm in your time zone.
• Familiarity with virtual phone systems or other clinic software is a nice‑to‑have.

Preferred Qualifications

• Experience in a multi‑clinic environment or a deep specialization in a single therapeutic modality.
• Background in health insurance claim processing and familiarity with provincial claim systems.
• Previous exposure to AI‑driven scheduling or billing solutions.
• Knowledge of telehealth compliance and best practices.

Required Skills & Competencies

• Patient‑Centric Communication: Empathy, clarity, and professionalism in all interactions.
• Technical Proficiency: Advanced use of brighthush, Google Workspace, and related productivity tools.
• Project Management: Ability to prioritize, track, and complete tasks across multiple clinics.
• Data Security & Compliance: Understanding of privacy regulations and secure handling of patient information.
• Adaptability: Quick learning of new features, processes, and AI tools.
• Team Collaboration: Strong interpersonal skills to work with clinicians, support staff, and product teams.

Career Growth & Learning Opportunities

At brighthush, your career path is designed to evolve with your interests and strengths. As you master clinic administration, you’ll have opportunities to:

• Lead a dedicated clinic portfolio, becoming the go‑to expert for front‑desk operations.
• Transition into a Product Support or Implementation Specialist role, shaping how new features are adopted by clients.
• Mentor new Virtual Clinic Administrators, sharing best practices and building a community of practice.
• Participate in AI research initiatives, helping to develop and refine tools that transform clinic workflows.
• Attend industry conferences, webinars, and internal training sessions to stay at the forefront of healthcare technology.

Work Environment & Culture

brighthush is a fully remote, distributed team that values flexibility, transparency, and continuous learning. We foster a culture where:

• Every voice matters—your insights will directly influence product development and service delivery.
• Work‑life balance is respected—our flexible scheduling and remote work model support your personal commitments.
• Learning is embedded—regular “Lunch & Learn” sessions, skill‑sharing workshops, and access to industry resources keep you growing.
• Innovation is celebrated—your ideas for process improvement or AI integration are welcomed and acted upon.
• Community is built—virtual team events, peer recognition programs, and cross‑functional collaborations create a sense of belonging.

Compensation & Benefits

This full‑time role offers a competitive salary of $48,750 CAD per year based on a 35‑hour work week. In addition to your base pay, you’ll enjoy:

• Health benefits starting on day one, covering medical, dental, and vision care.
• Two weeks of paid vacation, plus paid holidays.
• Fully remote work—choose any location within Canada.
• Comprehensive onboarding program, including “brighthush University” training and mentorship.
• Access to a generous professional development budget for courses, certifications, and conferences.
• Equity or profit‑sharing options (subject to company policy).
• Regular wellness initiatives, such as virtual fitness classes and mental health resources.

How to Apply

If you’re excited about the prospect of becoming the virtual front desk for thriving clinics, we’d love to hear from you. Even if you don’t meet every single qualification, your enthusiasm and willingness to learn are what matter most.

To apply, please submit your resume and a brief cover letter outlining why you’re the perfect fit for brighthush. We’ll review your application promptly and reach out to schedule a conversation.

We look forward to welcoming you to the brighthush family, where your work will directly impact the quality of care delivered by clinicians across North America.