Client Services Coordinator

Bayshore HealthCare; Markham; On-site; CAD 40,000 - 55,000; Full time

Job summary

Bayshore HealthCare is looking for a Client Service Coordinator in Markham, Ontario. The role includes pre-screening incoming orders, performing data entry, and managing customer service inquiries. The Coordinator ensures order accuracy and compliance with established policies.

The ideal candidate will have a High School Diploma and at least one year of relevant experience. Strong communication skills and the ability to work in a team environment are essential. The role is vital in supporting our commitment to quality home and community care.

Qualifications

• Minimum one year of experience in data entry, customer service, or administrative support.
• Some college or a certificate/diploma in a medical field is an asset.
• Experience in a medical office or equivalent work experience is an asset.

Responsibilities

• Receive and process orders through order processing software.
• Communicate with external agencies regarding order accuracy.
• Perform data entry and verification of orders in accordance with policies.

Skills

Customer service

Data entry

Communication

Education

High School Diploma or GED

Certificate/Diploma in a medical field

Job description

JOB SUMMARY

The Client Service Coordinator pre‑screens all incoming orders, performs data entry of various types of orders and handles inbound customer service inquiries. The Coordinator communicates with internal and external parties regarding order details and status to provide quality products and service to home and community care patients.

DUTIES AND RESPONSIBILITIES

• Receive various types of orders through order processing software and review for accuracy based on established standards.
• Communicate effectively with external agencies if orders are incomplete or inaccurate.
• Perform accurate computer data entry and order verification of each individual order into order entry software in accordance with Bayshore Policies and Procedures (P&P).
• Coordinate with internal departments to ensure orders are in production, updating order entry software as changes are communicated.
• Update patient information and communicate changes to any affected internal departments and external agencies as required.
• Forward all medical orders to the Clinical Pharmacist for clinical review and processing.
• Prioritize order data entry based on established procedures.
• Receive and document all inbound inquiries from patients and care team.
• Use available tools and software to resolve patient‑specific issues or concerns within scope; escalates calls out of scope to the appropriate internal team member.
• Ensure compliance with federal, provincial, and local laws and regulations, Bayshore Policies and Procedures (P&P) and accrediting body standards (Ontario College of Pharmacists, Bureau Veritas).
• Adhere to quality control procedures as indicated in Bayshore Policies to meet ISO standards.
• Document all individual patient‑specific instructions accurately in order entry software.
• Accurately maintain all legally required records as outlined by Bayshore Policy and Procedure (P&P) and accreditation standards (OCP, Bureau Veritas) as required.
• Communicate with patients and care teams regarding order details and status within scope.
• Maintain pharmacy records, including filing, as directed.
• Work cohesively with other Bayshore team members including Customer Service Representatives, Pharmacy Assistants, Registered Pharmacy Technicians, Registered Pharmacists, Warehouse Technicians, Logistics Coordinators, Medical Device Reprocessing Technicians, Medical Device Management Coordinators, Nurse Clinical Consultants, and Contracts Coordinators.
• Monitor selected measures of individual performance as it relates to departmental performance standards and report results as requested.
• Participate in Performance Improvement activities and continuous professional development as required.
• Attend and participate in departmental and business meetings as scheduled.
• Assist in orientation and training of new employees.

QUALIFICATIONS

• High School Diploma or General Education Degree (GED) is required.
• Minimum one year of experience in data entry, customer service, or administrative support is required.
• Some college or a Certificate/Diploma in a medical field from an accredited institution is an asset.
• Experience in a medical office or equivalent work experience is an asset.

LANGUAGE SKILLS

• Ability to read, analyze, interpret technical procedures and company policies.
• Ability to write correspondence to internal team members and external agencies as required.
• Ability to effectively present information and respond to questions from managers/supervisors, patients/caregivers and members of the patient care team as requested.

MATHEMATICAL SKILLS

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to solve word problems and algebraic equations.

REASONING ABILITY

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to define problems, collect data, establish facts and draw valid conclusions.
• Interpret instructions provided in written, oral, or visual form.