Client Care Coordinator

Job summary

The Client Care Coordinator manages front desk operations, client intake, and scheduling for a multidisciplinary clinic. They are also responsible for insurance billing, records management, and maintaining general clinic compliance and organization.

Job details

Client Care Coordinator - 12 month contract NuVista Psychedelic Medicine Full Time (1 year contract) – Hybrid role Reports to: Clinic Operations Manager 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 Client Care Coordinator will provide ongoing support for a multidisciplinary clinic. Reporting to the Clinic Operations Manager, you will be the first point of contact for clients coming into the clinic. This role is responsible for: * Client Service & Front Desk Operations * Scheduling, Coordination & Clinic Flow * Billing, Administration & Records Management * Operations, Compliance & Office Management Key Responsibilities Client Service & Front Desk Operations * Deliver excellent client service in person and virtually * Manage reception (greeting, check-ins/outs, 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 Scheduling, Coordination & Clinic Flow * 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 Billing, Administration & Records Management * 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 Operations, Compliance & Office Management * 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 Qualifications * Medical administration certification or equivalent experience preferred * Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint) and 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) an asset * Familiarity with Jane EMR an asset * 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 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. * Customer Service: Builds positive relationships and responds effectively to customer needs and concerns. * Dependability: Reliable, accountable, and consistently meets deadlines and commitments. * Ethics & Integrity: Demonstrates honesty, accountability, and maintains strict confidentiality. * Interpersonal Skills: Builds strong relationships and works collaboratively with others. * Sense of Urgency: Prioritizes effectively and meets deadlines in a timely manner.

What you’ll do

The Client Care Coordinator manages front desk operations, client intake, and scheduling for a multidisciplinary clinic. They are also responsible for insurance billing, records management, and maintaining general clinic compliance and organization.

Requirements

Candidates should have a medical administration certification or equivalent experience and proficiency in Microsoft Office. Experience with third-party insurance billing and Jane EMR is considered an asset.

Listed skills

• Customer service · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Client Service
• Medical Administration
• Scheduling
• Billing
• Records Management
• Microsoft Office Suite
• Insurance Billing
• Jane EMR
• Communication
• Time Management
• Problem Solving
• Multitasking
• Confidentiality
• Office Management
• Data Entry
• Customer Service
• Care Coordination
• Rapport Building
• Tactfulness
• Professionalism
• Accountability
• Ability To Meet Deadlines
• Ethical Standards And Conduct
• Strong Work Ethic
• Administrative Functions
• Quick Learning
• Patient-Centered Care
• Microsoft Excel
• Active Listening
• Mental Health
• Computer Literacy
• Continuous Improvement Process
• Standard Operating Procedure
• Interpersonal Communications
• Microsoft Outlook
• Microsoft Office
• Operations Management
• Operations
• Telephone Skills
• Microsoft PowerPoint
• Presentations
• Microsoft SharePoint
• Troubleshooting (Problem Solving)
• Verbal Communication Skills
• Coordinating
• Prioritization
• Detail Oriented
• Honesty

Job areas

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