Client Care Coordinator

NUVISTA Mental Health; Toronto; On-site; CAD 42,000 - 60,000; Full time

Job summary

NuVista Mental Health is seeking a Client Care Coordinator to provide front desk and administrative support at a multidisciplinary clinic in Canada. The role reports to the Clinic Operations Manager and serves as the first point of contact for clients, handling reception, scheduling, and general office operations.

Responsibilities include coordinating clinician calendars, processing insurance billing, maintaining digital records, and ensuring efficient clinic flow.

Qualifications

• 2+ years of administrative/customer service experience.
• Medical administration certification or equivalent experience preferred.
• Experience with third-party insurance billing (e.g., Blue Cross, VAC, Canada Life) an asset.
• Familiarity with Jane EMR is an asset.
• Advanced proficiency in Microsoft Office Suite and strong technical skills with office systems and communications tools.

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.

Skills

Administrative experience

Customer service

Medical administration

Insurance billing

EMR familiarity

Microsoft Office

Data entry & records management

Education

Medical administration certification

Tools

Jane EMR

Microsoft Office

Job description

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:

• Client Service & Front Desk Operations
• Scheduling, Coordination & Clinic Flow
• Operations, Compliance & Office Management

Key Responsibilities

Client Service & Front Desk Operations

• 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

Scheduling, Coordination & Clinic Flow

• 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

Operations, Compliance & Office Management

• 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

Qualifications

• 2+ years of administrative/customer service experience
• Medical administration certification or equivalent experience highly preferred
• Experience with third-party insurance billing (e.g., Blue Cross, VAC, Canada Life) an asset
• Familiarity with Jane EMR an asset
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint) and strong technical skills with office systems and communications tools
• Ability to build rapport while handling sensitive situations with professionalism and tact
• 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

Core Competencies

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