Program Coordinator

NUVISTA Mental Health•Halifax, NS

3h•CA$0 - CA$45,000•Remote

About The Position

The Program Coordinator serves as the primary client contact across NuVista Mental Health and True North Psychological Services, ensuring a seamless intake and service navigation experience. This role supports client engagement, program coordination, and accurate administrative and billing processes across clinical services.

Requirements

Post-secondary education in healthcare administration, psychology, or related field
2+ years administrative coordination experience (mental health/clinical preferred)
Experience in handling sensitive health information with confidentiality and professionalism
Comfortable with virtual client coordination and virtual work settings
Insurance billing experience (e.g., VAC, Blue Cross)
Communicates clearly and effectively; strong presentation and active listening skills.
Proficient with technology; quickly learns new tools and leverages systems to improve efficiency and performance.
Demonstrates honesty, accountability, and maintains strict confidentiality.
Builds strong relationships and works collaboratively with others.
Manages time effectively and maintains organized, efficient systems and workspace.
Manages workload efficiently and consistently meets performance objectives.
Produces accurate work and proactively identifies opportunities for improvement.

Nice To Haves

Experience in a psychology clinic or with government-funded programs (e.g., CBT-I, ADHD, Neurofeedback) an asset
Proficiency with Jane App, Microsoft Excel, and email communication an asset

Responsibilities

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.
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.
Maintains accurate billing and coordination across internal and external systems.
Submit and reconcile VAC/Blue Cross and internal billing claims.
Ensure accuracy and consistency across all program billing.
Coordinate with clinic teams for private billing processes.
Supports consistent program delivery and ongoing process improvement across teams.
Contribute to development and refinement of 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.