Patient Care Coordinator

GraceMed • Oakville, ON

75d • CA$22 - CA$25 • Hybrid

About The Position

At the Institute for Hormonal Health (IHH), we work with patients who have often tried everything; multiple practitioners, medications, diets, and programs; yet still don’t feel like themselves. Our team takes a different approach. We look at health holistically, uncovering root causes and designing personalized solutions that help patients regain energy, confidence, and long-term wellbeing. Through functional medicine and hormonal care, we partner with patients to create meaningful, sustainable change, not quick fixes. We are seeking a Patient Care & Growth Coordinator who is genuinely motivated by helping people find answers and better outcomes. This role is ideal for someone who feels fulfilled by guiding patients through complex health journeys, asking thoughtful questions, and exploring solutions that can truly change their lives. This position blends exceptional patient care with purpose-driven, consultative sales, both virtually and in person. Success comes from empathy, curiosity, and the ability to build trust, helping patients feel supported, understood, and confident in their care decisions. If you believe healthcare should be personal, proactive, and transformational, you will thrive here.

Requirements

• Minimum 2 years’ experience in healthcare, wellness, aesthetics, or medical administration
• Exceptional customer service and relationship-building skills
• Comfort engaging in consultative, purpose-driven sales conversations
• Strong virtual communication skills (phone and video consults)
• Ability to communicate care options, pricing, and value with empathy and clarity
• High integrity and dedication to patient confidentiality
• Proficiency with EMRs (high preference for Jane), Microsoft Office, and web-based platforms

Responsibilities

• Oversee patient support processes to enhance satisfaction, trust, and continuity of care
• Deliver luxury-level service and next-level patient experience
• Maintain patient privacy, security, and confidentiality
• Ensure patient records and information are accurate and complete in EMR systems
• Organize and collect patient forms prior to consultations and treatments
• Conduct virtual and in-person patient consultations focused on education, qualification, and care alignment
• Act as a trusted patient partner—listening deeply, asking thoughtful questions, and exploring appropriate solutions
• Educate patients and prospective patients on IHH’s services, programs, and care pathways
• Translate clinical recommendations into clear, confident next steps for patients
• Proactively follow up with patients and leads via phone, video, and secure messaging
• Identify appropriate opportunities for cross-selling and up-selling aligned with patient goals (e.g., programs, memberships, follow-ups, supplements, services)
• Support clinic growth by contributing to marketing efforts, while maintaining exceptional patient experience
• Manage and optimize physician schedules to maximize booking efficiency
• Coordinate appointment flow to ensure sufficient time is allocated for consultations
• Assist with inventory management as required
• Provide front desk coverage during vacation or time off
• Work collaboratively with Physicians to support educational consultations, including patient qualification, thorough Q&A, and diligent post-consult follow-up

Benefits

• Competitive base compensation with eligibility for performance-based incentives
• Group benefits program
• Employee discounts on hormonal health, medical-grade skincare and aesthetic services
• Ongoing training and development
• Exposure to leading-edge functional medicine and hormonal health care

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed