Client Care Coordinator

Client Care Coordinator
NuVista Mental Health  Full Time – 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:
Client Service & Front Desk Operations
Scheduling, Coordination & Clinic Flow
Billing, Administration & Records Management
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
Billing, Administration & Records Management   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   Bilingual in English and French an asset
Medical administration certification or equivalent experience preferred
Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint) and strong technical skills with office systems and communications tools
Proven customer service experience
Ability to build rapport while handling sensitive situations with professionalism and tact

Experience with third-party insurance billing (e.g., Blue Cross, VAC, Canada Life) an asset
Familiarity with Jane EMR an asset
Excellent written and verbal communication
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 active listening 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.
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