Program Coordinator - Veteran Services

NuVista Mental Health

Full Time – Shared Services Growth & Development Team (Remote)

Reports to: Program Coordinator Supervisor

About NuVista

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.

The Opportunity

The Program Coordinator - Veteran Services serves as the primary client contact across NuVista Mental Health and True North Psychological Services, ensuring a seamless intake and service navigation experience. This role supports client engagement, program coordination, and accurate administrative and billing processes across clinical services.

This role is responsible for:

Client Intake, Navigation & Communication

Program Coordination & Tracking

Billing & Administrative Support

Collaboration & Continuous Improvement

Key Responsibilities

Client Intake, Navigation & Communication

Manages intake and onboarding while supporting clients through service access and ongoing engagement.

Serve as first point of contact for referrals and guide clients through intake and onboarding

Match clients to appropriate clinicians/services and coordinate insurance requirements (Blue Cross, VAC, K-numbers)

Provide education on services and maintain regular communication to support engagement and reduce drop-out

Support access to additional services such as therapy, neurofeedback, and assessments

Program Coordination & Tracking

Ensures efficient scheduling, documentation, and monitoring of client and program activity.

Manage scheduling, intake documentation, and client file setup across systems

Track client progress, retention, and outcomes using program tracking tools

Monitor and report on participation, drop-outs, and program feedback

Billing & Administrative Support

Maintains accurate billing and coordination across internal and external systems.

Submit and reconcile VAC/Blue Cross and internal billing claims

Ensure accuracy and consistency across all program billing

Coordinate with clinic teams for private billing processes

Collaboration & Continuous Improvement

Supports consistent program delivery and ongoing process improvement across teams.

Contribute to development and refinement of processes, documents, and training materials

Participate in team training and knowledge-sharing to support consistency across programs

Support alignment of practices across the network and sub brands

Qualifications

Post-secondary education in healthcare administration, psychology, or related field

2+ years administrative coordination experience (mental health/clinical preferred)

Experience in a psychology clinic or with government-funded programs (e.g., CBT-I, ADHD, Neurofeedback) an asset

Strong organizational, communication, and interpersonal skills

Experience in handling sensitive health information with confidentiality and professionalism

Comfortable with virtual client coordination and virtual work settings

Insurance billing experience (e.g., VAC, Blue Cross)

Proficiency with Jane App, Microsoft Excel, and email communication an asset

Core Competencies

Communication: Communicates clearly and effectively; strong presentation and active listening skills.

Computer Skills: Proficient with technology; quickly learns new tools and leverages systems to improve efficiency and performance.

Ethics & Integrity: Demonstrates honesty, accountability, and maintains strict confidentiality.

Interpersonal Skills: Builds strong relationships and works collaboratively with others.

Organizational Skills: Manages time effectively and maintains organized, efficient systems and workspace.

Productivity: Manages workload efficiently and consistently meets performance objectives.

Quality Focus: Produces accurate work and proactively identifies opportunities for improvement.