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Client Care Coordinator – Mental Health Clinic (Remote)

First Step Men's Therapy
Ontario

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Détails du poste

Permanent | Temps partiel | Temps plein
À partir de 27 $ de l’heure

Profil recherché

Google Suite
Vérification d'assurance
Tenue des dossiers
Planification des rendez-vous clients
Gestion des demandes des clients
Slack
Gestion des horaires
DME/DSE
Jane App
Orientation axée sur le service à la clientèle
Sens de l'organisation
Soutien à la clientèle
Compétences en communication
Interaction avec les clients
Coordination d'équipe

Description complète du poste

(*_NOTE) _*Candidates will only be considered if they have at least 3+ years of experience in either healthcare or medical administration). Those that apply without the necessary experience will not be considered for the role.

Location

Remote – Ontario Based

Schedule

Remote position (must be a resident in Ontario)
Monday to Friday
25 hours/week to start (not flexible)
Hours of work: 2 PM - 7 PM EST (FIXED)

Responsibilities

Working in client care at a busy therapy clinic can sometimes feel a little like being an air traffic controller. Multiple needs may arrive at once, each requiring a different level of urgency, care, and attention.

A therapist may call in sick with several clients needing to be contacted, a new client may be waiting to book their first consultation, an insurance claim may require follow-up, and multiple emails may be awaiting a response. The successful candidate will remain calm, determine what needs attention first, and ensure that nothing important is overlooked.

In this dynamic role, you may be:

Responding to up to 100 emails per day
Receiving and managing 30+ incoming calls per day
Scheduling and liaising with more than 30 therapists providing virtual and in-person services
Assisting clients with booking, changing, and coordinating both virtual appointments and in-person sessions at our six locations across Ontario
Shifting priorities throughout the day while maintaining a warm, organized, and professional client experience
Keen eye for detail, as you will be doing direct billing to insurance and other tasks that require attention to detail

This role is ideal for someone who is highly organized, compassionate, comfortable making sound decisions, and able to adapt quickly in a fast-paced healthcare environment.

Key Responsibilities

Respond to client inquiries professionally, promptly, and compassionately
Assess competing priorities and respond appropriately to urgent and time-sensitive matters
Support client intake and consultation-booking processes
Coordinate appointments, therapist schedules, and clinic calendars
Contact clients and reorganize appointments when unexpected scheduling changes occur
Follow up with prospective clients and referral sources as needed
Assist with insurance verification, claims, and direct-billing administration
Maintain accurate client records, administrative documentation, and internal tracking systems
Communicate clearly and consistently using Slack, Google Workspace, and JaneApp
Collaborate with therapists and clinic leadership to resolve scheduling and client-care concerns
Support operational initiatives, administrative processes, and special projects
Help ensure that every client experiences a smooth, responsive, and supportive journey with the clinic

What Success Looks Like

You do not simply complete tasks in the order they arrive. You can recognize when a client-facing issue requires immediate attention, when something can be scheduled for later, and when additional information or support is needed. Like an effective air traffic controller, you stay composed, communicate clearly, anticipate potential problems, and keep many moving pieces progressing safely and efficiently.

Qualifications

At least 3+ years of experience in healthcare, mental health, or medical administration
Strong written and verbal communication skills
Exceptional attention to detail and organizational skills
Comfortable managing multiple tasks and competing priorities
Ability to work independently in a remote environment
Professional, emotionally regulated, and client-centred
Comfortable learning and navigating multiple software systems
Experience with JaneApp, EMRs, Slack, Google Workspace, or direct billing platforms is considered an asset

What We're Looking For

We are looking for someone who:

Communicates calmly and professionally
Takes initiative and ownership
Is reliable and accountable
Can navigate emotionally sensitive conversations appropriately
Learns quickly and adapts well to change
Values teamwork, growth, and professionalism
Wants to contribute to meaningful mental health work

Compensation

Compensation starts at $27.00 per hour and may be adjusted based on relevant experience, qualifications, and demonstrated fit for the role.

To Apply

Please submit to our online form here: https://tally.so/r/9q0dxQ

Your resume
A brief cover letter outlining your relevant experience and interest in the role
A short description of why you are interested in working in a mental health setting

Please include the word "grounded" somewhere in your cover letter so we know you have read the full posting.

About First Step Men's Therapy

First Step Men's Therapy is a growing men's mental health clinic providing individual and couples therapy across Ontario. Our mission is to help men develop healthier relationships with themselves and others through compassionate, evidence-based care.

We are currently seeking a highly organized, emotionally intelligent, and professional Client Care & Healthcare Administrator to support our growing team and client base.

This role is ideal for someone who enjoys meaningful work, thrives in a fast-paced environment, communicates professionally, and takes pride in creating a positive client experience.

Accessibility

First Step Men's Therapy is committed to creating an inclusive and accessible hiring process. Accommodations are available upon request for candidates participating in any stage of the recruitment process.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted.

First Step Men's Therapy

Pay: From $27.00 per hour

Benefits:

Company events

Work Location: Remote

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