Care Coordinator

Customer Service Representative – Lifemark Physiotherapy Carlingwood Mall (Perm Part-Time)

Location:

Ottawa, Ontario

The Care Coordinator is responsible for fostering a strong relationship between the clinic and its customers, including patients, staff, funders, and referral sources. This is achieved by efficiently providing administrative support and coordinating clinic activity with friendly, enthusiastic, and professional service for all patients, team members, and external customers. This role is responsible for all aspects of patient intake, data entry, answering the phone, outbound calling, receiving faxes and emails, and invoicing and payments.

Must have excellent communication skills.

• Customer service skills and telephone etiquette
• Excellent communication (verbal/written) and interpersonal skills
• Problem solving skills and follow through of tasks
• Application of good judgement and resourcefulness to find effective solutions
• Maintain composure in high pressure situations
• Flexible and adaptable to change
• Self‑starter with an ability to work independently and collaboratively in a team environment
• Attention to detail and accuracy with follow through on all tasks
• High degree of organizational skills and ability to prioritize and multi‑task
• Ability to work in a fast‑paced environment
• Strong computer and data entry skills
• Empathy and compassion
• High School Diploma, G.E.D. or equivalent
• Current enrolment or graduation from a college diploma program in a related field an asset
• Experience in a physiotherapy clinic an asset
• Fluency in other languages an asset

• Answer telephone calls, greet patients and visitors upon arrival, and provide excellent customer service for all questions or concerns
• Coordinate a detailed and accurate intake of information on the patient's first visit to the clinic and throughout their treatment plan
• Assist patients with completing paperwork at the clinic to avoid errors and inaccurate information; ensure optimal patient care by suggesting additional services or products as indicated and in the patient's best interest
• Maintain the patient’s medical record
• Coordinate scheduling of patient appointments
• Collect payment at time of service
• Complete data entry and billing
• Track coverage for all funding streams to ensure approval
• Assist with customer and clinic support
• Process incoming and outgoing email, mail and faxes
• Supplies maintenance as required
• Coordinate courier packages (incoming or outgoing)
• Provide administrative support to the Care Coordinator Manager and Clinic Director
• Assist with photocopier/fax maintenance
• Maintain a tidy front desk and waiting area
• Ensure any required safety protocols are adhered to
• Reconcile daily reports as directed by the Care Coordinator Manager
• Obtain e‑news consent for email marketing / monthly email communications
• Ensure immediate online availability for Online Booking
• Identify new referral sources to the clinic and share with CD and therapist
• Obtain and promote GMB reviews and coach staff on the same

• Attend team meetings or events as requested by the Clinic Director
• Other administrative tasks as assigned by the Manager
• Verification of office supply invoices
• Assist with laundry, clean‑up and general tidiness of clinic

We are committed to creating an inclusive environment where people from all backgrounds can thrive. Improving inclusion and equity is a collective responsibility. Lifemark promotes equal employment opportunities for all job applicants, including but not limited to those self‑identifying as a member of the employment equity groups:
Indigenous peoples, Newcomers to Canada, Women, and Visible minorities.

Accommodations are available on request for all candidates taking part in any aspect of the recruitment and selection process. Email us at

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