Clinic Operations Coordinator

The Newly•Calgary, AB

6d•CA$60,000 - CA$75,000•Hybrid

About The Position

The Newly Institute is seeking a Clinic Operations Coordinator to join their growing startup team. This role will support the successful day-to-day operations and growth of Newly clinics, with a particular focus on establishing and integrating new clinic locations. The Clinic Operations Coordinator will act as a key connector across clients, clinicians, and internal teams, ensuring a consistent, efficient, and high-quality experience. This role blends hands-on administrative support with operational coordination, managing the full client journey from intake to billing, and contributing to the setup, standardization, and continuous improvement of clinic processes. The role works closely with cross-functional partners to implement workflows, support clinician onboarding, and maintain alignment with organizational standards.

Requirements

Post Secondary Education or Certificate (or equivalent internal experience) in Medical Office Administration, Health Administration, Business, or a related field.
A minimum of 2 - 5 years of experience in Clinical, healthcare, or administrative operations is required.
Familiarity with third-party payers (e.g., WSIB, extended health benefits, insurers) and return-to-work (RTW) processes is required.
Experience with scheduling systems, billing platforms, and basic financial processes (AR, invoicing, expense tracking) is required.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) is required.
Proficiency in Electronic Medical Records (EMR) systems is required.
Offers are conditional, subject to employment reference checks and a clear police background check inclusive of vulnerable sectors.

Nice To Haves

Registration or licensure in a clinical discipline (e.g., Kinesiology) is considered an asset.

Responsibilities

Support the setup and operational readiness of new clinics, including coordinating administrative processes, systems, and workflows for Ontario locations and/or virtual care based programs.
Collaborate with cross-functional teams to establish, refine, and standardize clinic processes and administrative practices.
Contribute to the development and documentation of consistent workflows, tools, and standards to support scalable clinic operations.
Support onboarding and integration of new clinicians, including system setup and orientation to clinic processes.
Maintain working relationships with external stakeholders, including case managers, employers, and referral partners.
Ensure compliance with internal policies, procedures, and documentation standards.
Create a warm, organized, and client-focused clinic environment from first contact through ongoing care.
Welcome clients and visitors, respond to inquiries, and ensure a high level of service in all interactions.
Support clients in completing documentation and navigating clinic processes.
Act as a point of contact for client questions, concerns, and follow-ups.
Coordinate and complete accurate client intake, including collection and verification of required information.
Manage appointment scheduling and maintain accurate, up-to-date client records.
Conduct outbound communication to support scheduling, reminders, and continuity of care.
Monitor funding approvals and coverage to ensure alignment with services provided.
Coordinate services aligned with return-to-work (RTW) plans, including scheduling and communication with clinicians and contractors.
Answer and manage phone calls, emails, and other communications in a timely and professional manner.
Support overall clinic flow and identify opportunities to improve efficiency and service delivery.
Maintain organized and compliant administrative processes aligned with internal standards.
Oversee billing activities, including invoicing, payment collection, and accounts receivable tracking.
Ensure accurate data entry across systems, including EMR.
Support expense tracking, and basic financial administration.
Coordinate and submit required documentation for funders, including WSIB, ensuring accuracy and timeliness.
Review and verify contractor invoices for accuracy and alignment with services delivered.
Other responsibilities related to the role and scope of work may be assigned.