Client Care Coordinator

Job summary

The Client Care Coordinator acts as the first point of contact for the clinic, managing reception, scheduling, and client flow. They are also responsible for processing billing, maintaining accurate records, and ensuring smooth daily operations.

Job details

Client Care Coordinator True North Psychological Services & NuVista Mental Health Full Time – In Office 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 acts as the first point of contact for the clinic, managing reception, scheduling, and client flow. They are also responsible for processing billing, maintaining accurate records, and ensuring smooth daily operations.

Requirements

Candidates should have medical administration certification or equivalent experience and advanced proficiency in Microsoft Office. Strong customer service skills, attention to detail, and the ability to handle sensitive information with professionalism are required.

Listed skills

• Time management · Preferred
• Front Desk Operations · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• Communication · Preferred
• Multitasking · Preferred
• Data entry · Preferred
• Billing · Preferred
• scheduling · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Client Service
• Front Desk Operations
• Scheduling
• Billing
• Records Management
• Data Entry
• Microsoft Office Suite
• Insurance Billing
• Communication
• Time Management
• Multitasking
• Problem-solving
• Confidentiality
• Jane EMR
• Administrative Support
• 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
• Customer Service
• Computer Literacy
• Continuous Improvement Process
• Standard Operating Procedure
• Psychology
• Interpersonal Communications
• Problem Solving
• Microsoft Outlook
• Microsoft Office
• Office Management
• Operations Management
• Operations
• Telephone Skills
• Microsoft PowerPoint
• Presentations
• Microsoft SharePoint
• Troubleshooting (Problem Solving)
• Verbal Communication Skills
• Coordinating
• Prioritization
• Detail Oriented

Job areas

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

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