Client Services Coordinator (CSC) Ottawa

Original job posting

The Client Services Coordinator manages service provider schedules to ensure client visits are properly assigned and expectations are met. They also maintain accurate documentation and communicate effectively with clients, staff, and management.

Job details

Who We Are Carefor is Eastern Ontario’s largest home care and community support services not-for-profit, with over 1,200 employees operating in Eastern Counties, Ottawa, and Pembroke-Renfrew County. The founding chapter of the Victorian Order of Nurses, Carefor has been helping seniors and people living with disabilities in Eastern Ontario live with choice and dignity since 1897. For our staff, we are proud to help them be the best they can be both now and into the future. Through comprehensive onboarding and continual training, you are continuously improving your professional practice with Carefor; and with the HOOPP pension plan, great benefits and a flexible schedule, we’re looking out for you and your family. At Carefor, we know our work matters, and we’re proud of the impact we have in people’s lives. This is a unionized position under CUPE 4999. This is a full-time, temporary float position with the Allied Health desk. Hours are 8:00 a.m. - 4:00 p.m. with a fair share of weekends. The length of term is October 2026 - May 2027, or until the return of the incumbent. Overview The Client Services Coordinator works as part of a team to implement Carefor’s approved or prescribed processes to ensure every client visit is properly scheduled, every service provider’s caseload is properly assigned, and client expectations are met. The Client Services Coordinator also maintains accurate documentation and communications with clients, service providers, and others. users. A Client Services Coordinator may have to manage client expectations to ensure the expected service level is achieved. Responsibilities Schedules service providers for client visits in areas assigned by the manager. Provides work schedules to staff that meet client needs and maximize continuity of care. Keeps up to date with daily changes such as staff availability, changes in client service authorizations and/or care plans Ensures client and service provider information is accurate and up to date in the scheduling database Provides timely information, through the use of communication technology (telephone, fax, e-mail, voicemail), to field staff, service providers, co-workers, Managers and Supervisors, clients, and customers Verifies visit confirmations from field staff and processes in a timely manner to be processed by the billing department Verifies payroll information for field staff in a timely manner ensuring the accuracy of hours, mileage, stats, and premiums. Contacts LHIN regarding discrepancies in frequency, authorization for extra visits or not seen/ not found visits, extensions to planned review dates Works collaboratively as part of a team willing to assist others and mentor new staff Contributes to the principles of customer-focused service and continuous quality improvement Functions and completes all duties in compliance with Occupational Health and Safety legislation, regulations, and Carefor policies, procedures, and standards Qualifications Diploma or Degree from an accredited College or University Previous scheduling experience preferred Experience using database software and Microsoft Office Suite Accurate and efficient computer data-entry skills Knowledge of medical terminology is considered an asset Demonstrated problem-solving skills Excellent interpersonal skills Proven ability to manage coinciding demands, and demonstrated flexibility to adjust priorities to meet changing demands and circumstances Ability to respond appropriately in pressure situations with a calm and professional demeanor Ability to plan, organize and coordinate activities Must be able to work independently and within a team Excellent communication skills, both verbal and written What We Offer Competitive wages Defined Pension Plan with the Healthcare of Ontario Pension Plan (HOOPP) Employee Group Benefit Plan Premiums for evening and weekend shifts Paid Travel and time Paid Orientation Paid professional development and training Employee Assistance Program EDI Statement Carefor values equity, diversity and inclusion in all its forms and recruits qualified individuals at all occupational levels that reflect the diversity of our clients and our community. We are committed to providing inclusive, barrier-free recruitment and selection processes and a work environment that supports our diverse workforce. If you require accommodations at any stage of the recruitment process, please let your recruiter know when contacted. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.

What you’ll do

The Client Services Coordinator manages service provider schedules to ensure client visits are properly assigned and expectations are met. They also maintain accurate documentation and communicate effectively with clients, staff, and management.

Requirements

Candidates must possess a diploma or degree from an accredited institution and have strong computer data-entry skills. Previous scheduling experience and knowledge of medical terminology are considered significant assets for this role.

Benefits

• Defined pension plan
• Employee group benefit plan
• Premiums for evening and weekend shifts
• Paid travel
• Paid orientation
• Paid professional development and training
• Employee assistance program

Listed skills

• scheduling · Preferred
• Microsoft Office Suite · Preferred
• Data entry · Preferred
• Problem solving · Preferred
• interpersonal skills · Preferred
• Communication · Preferred
• Time management · Preferred
• Customer service · Preferred
• Attention to detail · Preferred
• Teamwork · Preferred
• Conflict Resolution · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Scheduling
• Database management
• Microsoft office suite
• Data entry
• Medical terminology
• Problem-solving
• Interpersonal skills
• Communication
• Time management
• Customer service
• Attention to detail
• Teamwork
• Conflict resolution
• Database Software
• Voicemail
• Support Services
• Professionalism
• Expectation Management
• Billing
• Customer Service
• Client Services
• Information And Communications Technology
• Continuous Quality Improvement (CQI)
• Data Entry
• Employee Assistance Programs
• Occupational Safety And Health
• Home Health Care
• Interpersonal Communications
• Problem Solving
• Legislation
• Medical Terminology
• Microsoft Office
• Service Level
• Authorization (Computing)

Job areas

• Healthcare
• Administrative
• Customer Service & Support
• Social Services
• Client Service Coordinator
• Customer Service Representative (General)
• Inquiry Clerks
• Customer Service Representatives