Client Care Coordinator Clinic

Client Care Coordinator
Join the team at  NuVista Psychedelic Medicine , in partnership with True North Psychological Services, as a  Client Care Coordinator  at our Saint John, NB location.

NuVista Psychedelic Medicine  provides high quality mental health services to the members of our community.

Through decades of combined experience our team of psychologists and therapists believe in providing mental health services that treat and address underlying issues over the long term, rather than offering a quick and temporary fix. Our goal is to help you find the path to be your best self so that you can move forward with the tools you need for long term success.

Responsibilities

Provide excellent customer service to clients and clinicians, both in person and virtually

Uphold confidentiality, professional ethics, and client relations in accordance with clinic, provincial, and federal standards and guidelines

Follow all standard operating procedures (SOPs) and adhere to clinic policies

Handle inbound phone calls and respond to emails in a timely and professional manner

Perform accurate data entry and maintain digital filing systems

Schedule appointments for multiple clinicians and manage calendar coordination

Process all billing, including federal and private insurance

Manage approvals, collect fees directly from clients, verify coverage, and follow up on missed payments or billing issues

Front-desk reception duties, including greeting clients, managing check-ins and check-outs, and maintaining a welcoming environment

Clinic flow management, including monitoring client arrivals, coordinating with onsite clinicians, and managing physical space

Maintain a clean, organized, and professional reception and clinic area

Manage incoming and outgoing mail, courier deliveries, and documentation

Oversee office and medical supplies, including ordering, inventory management, and restocking

Provide on-the-ground troubleshooting and real-time support for clients or clinicians, including basic tech or space-related issues

Provide direct administrative or procedural support as needed (e.g., printing/scanning documents, handling forms, scanning IDs)

Participate in training, onboarding, and ongoing professional development

Perform other duties as assigned to support clinic operations

Demonstrate flexibility and adaptability in response to evolving clinic needs, role demands, and organizational growth.

Who You Are

High level of experience with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint, etc.)

Proficient in telephone, computer, technology common in a modern office space

Excellent oral and written communication

Able to maintain confidential record management

Time management, prioritizing, and multi-tasking skills

Strong work ethic, eye for detail, creative thinking

Quick learner, positive attitude, eager to learn

Thrive in team setting and disciplined to also work independently

Build rapport while maintaining professionalism in situations where sensitivity, assertiveness and conflict resolution may be required

High level of customer service experience

Completion of a recognized Medical Administration and/or Administrative Certificate (or equivalent)  or  three years medical clinic administrative experience is an asset

Experience working with and billing third party insurance (Blue Cross, Veterans Affairs, Canada Life, etc.) would be considered an asset

Experience working with Jane EMR would be considered an asset

Job Type
Full-time

Pay
$37,000–$43,000 per year

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