Client Care Coordinator

NUVISTA Mental Health • Toronto, ON

11d • Onsite

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 may also assist our other Ontario clinics as needed from the Toronto office.

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: Entry Level
• Education Level: Associate degree