Client Care Coordinator

NUVISTA Mental Health • Halifax, NS

26d • CA$0 - CA$46,000 • Hybrid

About The Position

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, and Operations, Compliance & Office Management.

Requirements

• 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
• 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

Nice To Haves

• Experience with third-party insurance billing (e.g., Blue Cross, VAC, Canada Life) an asset
• Familiarity with Jane EMR an asset

Responsibilities

• 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
• 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
• 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
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree