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.

As the Client Care Coordinator, you 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. Responsibilities include;

• 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: From $46,000.00 per year

Application question(s):

• Do you have a recognized Medical Administration and/or Administrative Certificate (or equivalent) or three years medical clinic administrative experience?
• Do you have experience working with Jane EMR?

Work Location: In person