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About the Role

The Client Care Coordinator will provide ongoing support for a multidisciplinary clinic, acting as the first point of contact for clients and reporting to the Clinic Operations Manager.

Responsibilities

• Deliver excellent client service in person and virtually
• Manage reception, including greeting clients, check-ins/outs, and maintaining a welcoming environment
• Handle phone calls and emails professionally and promptly
• Support client intake and program booking processes
• Provide real-time troubleshooting and client/clinician support
• Schedule appointments and coordinate clinician calendars
• Monitor client arrivals and support clinic flow
• Liaise with clinicians to ensure smooth daily operations
• Adapt to changing clinic needs and priorities
• Process billing (federal/private insurance) and collect payments
• Verify coverage, manage approvals, and follow up on billing issues
• Perform accurate data entry and maintain digital records
• Handle documentation, forms, scanning, and correspondence
• Follow SOPs and uphold confidentiality and professional standards
• Maintain a clean, organized clinic environment
• Manage mail, deliveries, and office/medical supplies
• Support general administrative tasks and ongoing training
• Contribute to overall clinic operations and continuous improvement

Requirements

• Medical administration certification or equivalent experience preferred
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint)
• Strong technical skills with office systems and communications tools
• Proven customer service experience
• Ability to build rapport while handling sensitive situations with professionalism and tact
• Experience with third-party insurance billing (e.g., Blue Cross, VAC, Canada Life) is an asset
• Familiarity with Jane EMR is an asset
• Excellent written and verbal communication skills
• Ability to maintain strict confidentiality and accurate records
• Strong time management, prioritization, and multitasking abilities
• Detail-oriented with a strong work ethic and problem-solving mindset
• Quick learner with a positive, proactive attitude
• Ability to work effectively both independently and within a team

Skills

• Microsoft Office Suite (Word, Excel, Outlook, SharePoint)
• Office systems and communications tools
• Customer service
• Third-party insurance billing
• Jane EMR
• Written communication
• Verbal communication
• Confidentiality
• Record keeping
• Time management
• Prioritization
• Multitasking
• Detail-orientation
• Work ethic
• Problem-solving
• Learning agility
• Positive attitude
• Proactive attitude
• Independent work
• Teamwork
• Presentation skills
• Active listening skills

Location

• In Office

Work Type

• Full Time
• In Office

Education Level

• Medical administration certification or equivalent experience preferred

About the Company

• 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.