Clinical Program Coordinator

Job summary

The Clinical Program Coordinator manages client intake, onboarding, and service navigation while coordinating program activities and tracking outcomes. They also provide administrative support to clinicians and facilitate continuous improvement of program workflows.

Job details

Clinical Program Coordinator 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-centered care. THE OPPORTUNITY The Clinical Program Coordinator serves as the primary client contact for specialized clinical programs across NuVista Mental Health and True North Psychological Services, supporting a seamless intake and service navigation experience. This role facilitates client engagement, program coordination, and accurate administrative processes across clinical services. This role is responsible for: * Client Intake, Navigation & Communication * Program Coordination & Tracking * Clinician &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 CLINICIAN & ADMINISTRATIVE SUPPORT * Educates clinicians and administrative teams on specialized clinical programs, including program structure, eligibility criteria, referral pathways, workflows, and role expectations * Coordinate clinician onboarding by providing access to required training, resources, templates manuals, and clinical materials * Ensure clinicians and administrative teams have the information, tools, and systems access needed to successfully deliver and support each program * Track onboarding and training completion, follow up on outstanding requirements, and help resolve barriers to program readiness COLLABORATION & CONTINUOUS IMPROVEMENT * SUPPORTS CONSISTENT PROGRAM DELIVERY AND ONGOING PROCESS IMPROVEMENT ACROSS TEAMS. * Contribute to development and refinement of workflows, 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 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 * 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.

What you’ll do

The Clinical Program Coordinator manages client intake, onboarding, and service navigation while coordinating program activities and tracking outcomes. They also provide administrative support to clinicians and facilitate continuous improvement of program workflows.

Requirements

Candidates must have post-secondary education in healthcare administration, psychology, or a related field. A minimum of 2 years of administrative coordination experience, preferably in a clinical or mental health setting, is required.

Listed skills

• Administrative Support · Preferred
• case management · Preferred
• scheduling · Preferred
• Communication · Preferred
• Microsoft Excel · Preferred
• Onboarding · Preferred
• interpersonal skills · Preferred
• Problem solving · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Client Intake
• Program Coordination
• Administrative Support
• Case Management
• Scheduling
• Communication
• Jane App
• Microsoft Excel
• Data Tracking
• Onboarding
• Interpersonal Skills
• Organizational Skills
• Confidentiality
• Problem Solving
• Clinical Documentation
• Professionalism
• Accountability
• Workflow Management
• Ethical Standards And Conduct
• Patient-Centered Care
• Active Listening
• Mental Health
• Computer Literacy
• Continuous Improvement Process
• Training And Development
• Psychology
• Interpersonal Communications
• Employee Onboarding
• Organizational Communications
• Presentations
• Service Access Point
• Time Management
• Process Improvement
• Templates
• Coordinating
• Honesty

Job areas

• Healthcare
• Administrative
• Social Services
• Customer Service & Support
• Clinical Program Coordinator
• Program Coordinator
• Policy and Planning Managers
• Managers, All Other

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