Client Care Coordinator - PT

Client Care Coordinator

NuVista Mental Health

Part Time (approximately 25 hours per week) – In Office

Reports to: Clinic Operations Manager

About NuVista

NuVista Mental Health is a national network of mental health clinics serving communities across Canada. With locations from coast to coast and a growing portfolio of specialized sub-brands, NuVista is committed to accessible, evidence-based, and patient-centred care.

The Opportunity

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:

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• Client Service & Front Desk Operations
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• Scheduling, Coordination & Clinic Flow
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• Billing, Administration & Records Management
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• Operations, Compliance & Office Management
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Key Responsibilities

Client Service & Front Desk Operations

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• Deliver excellent client service in person and virtually 
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• Manage reception (greeting, check-ins/outs, welcoming environment) 
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• Handle phone calls and emails professionally and promptly 
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• Support client intake and program booking processes 
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• Provide real-time troubleshooting and client/clinician support
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Scheduling, Coordination & Clinic Flow

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• Schedule appointments and coordinate clinician calendars 
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• Monitor client arrivals and support clinic flow 
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• Liaise with clinicians to ensure smooth daily operations 
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• Adapt to changing clinic needs and priorities 
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Billing, Administration & Records Management

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• Process billing (federal/private insurance) and collect payments 
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• Verify coverage, manage approvals, and follow up on billing issues 
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• Perform accurate data entry and maintain digital records 
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• Handle documentation, forms, scanning, and correspondence 
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Operations, Compliance & Office Management

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• Follow SOPs and uphold confidentiality and professional standards 
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• Maintain a clean, organized clinic environment 
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• Manage mail, deliveries, and office/medical supplies 
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• Support general administrative tasks and ongoing training 
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• Contribute to overall clinic operations and continuous improvement
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Qualifications

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• Medical administration certification or equivalent experience preferred
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• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint) and strong technical skills with office systems and communications tools
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• Proven customer service experience
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• Ability to build rapport while handling sensitive situations with professionalism and tact 
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• Experience with third-party insurance billing (e.g., Blue Cross, VAC, Canada Life) an asset 
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• Familiarity with Jane EMR an asset
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• Excellent written and verbal communication 
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• Maintain strict confidentiality and accurate records 
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• Strong time management, prioritization, and multitasking abilities 
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• Detail-oriented with a strong work ethic and problem-solving mindset 
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• Quick learner with a positive, proactive attitude 
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• Works effectively both independently and within a team 
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Core Competencies

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• Communication: Communicates clearly and effectively; strong presentation and active listening skills.
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• Computer Skills: Proficient with technology; quickly learns new tools and leverages systems to improve efficiency and performance.
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• Customer Service: Builds positive relationships and responds effectively to customer needs and concerns.
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• Dependability: Reliable, accountable, and consistently meets deadlines and commitments.
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• Ethics & Integrity: Demonstrates honesty, accountability, and maintains strict confidentiality.
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• Interpersonal Skills: Builds strong relationships and works collaboratively with others.
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• Sense of Urgency: Prioritizes effectively and meets deadlines in a timely manner.