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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 ensuring smooth daily operations.
Responsibilities
- Deliver excellent client service in person and virtually
- Manage reception, including greeting clients 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
- 2+ years of administrative/customer service experience
- Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint)
- Strong technical skills with office systems and communications tools
- Ability to build rapport while handling sensitive situations with professionalism and tact
- Excellent written and verbal communication
- 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
- Works effectively both independently and within a team
Skills
- Client Service
- Front Desk Operations
- Scheduling
- Coordination
- Clinic Flow Management
- Billing
- Administration
- Records Management
- Operations Management
- Compliance
- Office Management
- Microsoft Office Suite
- Technical Skills
- Communication
- Computer Skills
- Customer Service
- Dependability
- Ethics & Integrity
- Interpersonal Skills
- Sense of Urgency
Location
- Toronto Clinic
Work Type
- Full Time
- In Office
Experience Level
- 2+ years of administrative/customer service experience
Education Level
- Medical administration certification or equivalent experience highly 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.