Full-Time, Client Service Coordinator

Bayshore HealthCare; Ottawa; On-site; CAD 42,000 - 52,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Retirement plan

Growth opportunities

Supportive team

Job summary

Bayshore HealthCare in Ottawa is seeking a Client Scheduling Coordinator to connect patients, families and clinical teams, ensuring timely and accurate scheduling of care providers.

This on-site role requires strong customer service, excellent communication, and proficient use of EMR systems and scheduling software. The position offers regular hours, with occasional evenings and weekends as needed.

Qualifications

• Minimum two years related customer service experience, preferably in healthcare.
• Strong written and verbal communication in English.
• Ability to prioritize and handle multiple demands in a fast-paced environment.
• Excellent computer skills (Windows, Microsoft Office, internet, EMR).
• Advanced keyboarding and scheduling software competency.
• French language proficiency is an asset and required for Quebec locations.

Responsibilities

• Communicate professionally with patients, families, staff, and funder organizations.
• Process funder referrals and updates in the EMR (Procura).
• Review service needs in collaboration with Supervisors, field staff, and patients.
• Schedule care providers based on client needs, geography, and staff availability.
• Coordinate caregiver assignments and ensure service delivery consistency.
• Notify patients and staff of initial and ongoing schedules.
• Utilize scheduling to meet availability and client care needs.
• Document accurate records in the EMR.
• Resolve patient concerns and follow escalation pathways.

Skills

Customer service

Scheduling

Communication

Microsoft Office

EMR

Scheduling software

French (asset)

Education

Secondary School Diploma

Related certificate/diploma (Medical Terminology or Office Administration)

Tools

EMR software (Procura)

Windows

Microsoft Office

Job description

Bayshore HealthCare is one of the Canada’s leading providers of home and community health care services and is a privately owned company. Bayshore HealthCare is proud to showcase its achievement as a Platinum member of Canada’s Best Managed Companies Program every year since 2006. In 2015, Bayshore achieved the designation for Best Practice Spotlight Organization from the Registered Nurses’ Association of Ontario. Bayshore Healthcare is also recognized as Canada’s Best Employers in Forbes 2023 list. Are you passionate about making a difference in patient care? Join our dynamic team as a Client Scheduling Coordinator and be the vital link between patients, families, and healthcare providers! We are seeking professional individuals with superior customer service skills, a willingness to learn, and an overwhelming drive to showcase their scheduling abilities.

This position is located on site at Bayshore Home Care Solutions Ottawa Government Branch located at #202-310 Hunt Club Road, Ottawa, Ontari, K1V 1C1. This is not a hybrid position. Hours for this position are from 08:00 a.m. to 4:30 p.m. Monday to Friday, some evenings and weekend work may be required.

Primary Responsibilities

• Communicate: Professionally engage with patients, families, staff, and funder organizations
• Process: Quickly handle funder referrals and updates in the EMR (Procura)
• Review: Collaborate with Supervisors, field employees and patients to assess service needs
• Schedule: Assign care providers based on client needs, geographic area, staff skill-set and availability
• Coordinate: Ensure consistent caregiver assignments and service delivery
• Notify: Keep patients and staff informed of initial and ongoing schedules
• Utilize: Optimize staff schedules to meet their availability and client care needs
• Document: Maintain accurate records in the EMR
• Resolve: Address patient concerns promptly and follow escalation pathways

Why Join Us?

• Immediate Impact: Make a real difference in the lives of employees, patients and their families
• Competitive Salary: Earn a competitive wage commensurate with experience
• Health Benefits: Comprehensive health, dental, and vision insurance for you and your family
• Paid Time Off: Competitive leave time to ensure work-life balance
• Retirement Plan: Employer-contributed retirement savings plan
• Supportive Team: Be part of a collaborative and supportive team environment
• Growth: Opportunities for professional development and career growth

Qualifications – External

Education

• Secondary School Diploma
• Completion of a related certificate/diploma such as Medical Terminology or Office Administration is preferred.

Experience and Abilities:

• A minimum of two years related customer service experience, preferably in healthcare
• Proven customer service skills, preferably in healthcare or other high-paced customer service environment
• Strong ability to communicate effectively, both written and orally, in English
• Ability to handle issues and problem solve with tact and diplomacy
• Excellent computer skills (Windows, Microsoft office, internet, EMR)
• Ability to prioritize and handle multiple demands in a fast-paced environment
• Proven organizational and teamwork skills; able to work independently and prioritize workload
• Positive work and attendance performance essential
• Strong interpersonal skills including demonstrated ability to build rapport and connections
• Advanced competency in keyboarding and scheduling software with a willingness to learn
• French language proficiency will be considered an asset and is a requirement for all Quebec locations

At Bayshore Healthcare, we are committed to fair, equitable, and transparent compensation practices. Base salary offered within an established range are determined using clearly defined criteria, including skills, experience, and overall organizational impact. All offers are thoughtfully aligned with internal equity and external market competitiveness. We strive to create a high-quality and safe environment for both our team members and the clients and patients we serve is a top priority. Depending on provincial regulations and the nature of the role, new hires may be required to provide proof of vaccination against certain illnesses, such as COVID-19, Hepatitis, or seasonal influenza. Recruiters will provide any role-specific requirements. Our Equity, Diversity, and Inclusion standards shape our vision of being the difference in the lives of those we care for, collaborate with, and support within our communities. We take pride in cultivating a culture of belonging, one where individual differences are embraced and celebrated, and where programs, resources, and policies are designed to support each person’s purpose, potential, and well-being. Lastly, at Bayshore, we are equally committed to fostering an inclusive and accessible workplace and operate in full compliance with all provincial and territorial Human Rights and accessibility legislation. To ensure an inclusive recruitment and selection process, candidates are encouraged to share any accommodation needs they may have.