Interested in
joining our team?
We'd love to hear from you!
At Wellnix, we’re a small team of virtual assistants who support mental health professionals with the day-to-day operations of running a private practice. We know how overwhelming admin work can feel after a long day of holding space and caring for clients. That’s where we come in, offering reliable, consistent support that helps things run more smoothly behind the scenes!
As a VA with us, you’ll work under the Wellnix brand with our guidance and support. You’ll have access to training, systems, and resources, so you’re never left figuring things out on your own.
This is a flexible, fully remote position. You’ll have support when you need it, the trust to work independently, and the space to grow alongside us.
If you value kindness and compassion, you’ll feel right at home here. We want this to be a place where you feel good about the work you’re doing and supported by the people you’re doing it with - where your wins are celebrated and your ideas are always encouraged!
The Role:
- Independent contractor position
- Part-time (with the opportunity to grow your client caseload), paid hourly
- Fully remote (must be based in Canada)
- Flexible Monday–Friday schedule
- Ongoing training and support provided
- Covered under Wellnix’s liability insurance
Sound like a good fit?
Email
jamie@wellnix.ca with your resume and cover letter. We’ll review your application and be in touch!
What You'll Do
As a Virtual Assistant with Wellnix, you’ll be paired with one or more therapy practices and serve as their go-to administrative support. You’ll become a trusted part of their team and their right hand behind the scenes, helping things run smoothly so they can focus on what they do best.
You’ll get to know their practice inside and out, and they’ll come to rely on you as someone who truly understands their workflow, their values, and what helps them thrive!
Your responsibilities may include:
- Setting up and leading an onboarding meeting once matched with a client
- Managing email inboxes and phone calls professionally and compassionately
- Providing client services, including responding to new inquiries and supporting client intake
- Using platforms like Jane and OWL Practice to manage appointments, client files, and notes
- Scheduling and calendar management (e.g., rescheduling, cancellations, and waitlists)
- Processing payments and managing billing
- Submitting insurance claims and direct billing if applicable
- Additional admin support tasks as needed
Role Requirements:
- Post-secondary education in a psychology-related field, OR previous administrative or office coordination experience in a healthcare or mental health setting
- Strong written and verbal communication skills
- Compassionate, reliable, and highly organized
- Comfortable with technology and remote work tools (email, video calls, shared documents, etc.)
- Ability to manage time independently and maintain boundaries
- Ability to take initiative and stay organized while managing multiple tasks for different clients
- Ability to complete and provide a Criminal Record Check as part of the hiring process
Strong Assets:
- Bilingual in French and English
- Bachelor’s degree or higher in psychology or social work
- Experience working in a therapy or healthcare setting
- Familiarity with Jane App and/or OWL Practice
- Experience with virtual administrative work or supporting private practices
- Experience with social media management or creating content for businesses
- Experience with building or updating websites using platforms like Wix and Squarespace
