Clinic Coordinator

1 week ago

Kenora District, Canada FIREFLY Full time

FIREFLY is seeking one(1) full-time Clinic Coordinator to join our team in our Kenora location, other locations may be considered.

The Clinic Coordinator is a blended position and the successful applicant will be responsible for the CYDS specialty clinics and the Entry to School program.

In support of the administrative needs of specialty clinics within the CYDS program you will assist in providing clients with streamlined and timely access to these services (i.e. Pediatrics, Assistive Technology, Complex Feeding & Swallowing, Seating & Mobility). Reporting to the CYDS Clinical Manager, the Clinic Coordinator will support the CYDS specialty clinics by providing support to team members, scheduling appointments, and ensuring provision of resources required by each clinic (e.g. space booking, travel coordination, clinic resource stocking).

Specialty team members may include, but are not limited to occupational therapy, speech language pathology, psychology, dietitian, pediatrician, and seating technician.

This position will support Clinical Managers in the development of specialty clinic services.


The Entry to School (ETS) Coordinator will be responsible for program development (resources & processes) and implementation of the Entry to School program.

this position provides support to eligible children and families, and members of the inter-professional ETS teams (Intervention & Transition teams).

The team may include an occupational therapist, speech language pathologist, behavior therapist (BCBA / ABA), early childhood educators, education professionals, rehabilitation and communication assistants.

Program staff may be internal FIREFLY staff as well as contracted staff located throughout the region.


FIREFLY is the central access point for Ministry-funded voluntary programs for children aged 0-18 years and their families in the Kenora and Rainy River districts.

FIREFLY is a multi-service, non-profit organization located in Northwestern Ontario that has recently been designated a Children's Treatment Centre.

We are dedicated to supporting and strengthening the health and well-being of families, children, and youth through emotional, physical, developmental, and community services.

Clients can access FIREFLY service in a variety of locations:

centre based, in community (fly-in and drive-in communities), in schools, pre-schools, child care settings, home based and in-home visits.

FIREFLY offices are located throughout Northwestern Ontario, providing a unique opportunity to build strong relationships with children and families, local colleagues and community partners.

FIREFLY delivers many of our services in partnership with local First Nation organizations and is committed to building cultural safety into all that we do.


Key Job Functions:

CYDS - Clinic Coordination:

  • Provide clerical and administrative support to FIREFLY specialty clinics as directed. Support from the FIREFLY Administrative Assistants available as needed.
  • Responsible for all daytoday functions of the specialty clinics including, but not limited to file management, scheduling appointments, clinic space set up/management, EMHware uploading, maintaining Outlook calendar, data collection and reporting.
  • Complete purchase requisitions for specialty clinics as needed.
  • Greet clients and families and escort them to appointment rooms.
  • Assist in the scheduling of travel arrangements for contracted staff, clients, and clinic team members.
  • Assist in ordering clinic meals as required.
  • Attend clinic meetings as requested.
  • Liaise with other clinic coordinators.
  • Assist with the preparation of clinic events as required.
  • Attend meetings and training as required.
  • Prepare and record clinic day planning meetings including updating of the Program History Extract.
  • Organize assessment rooms.
  • Schedule virtual meetings via Microsoft Teams as required.
  • Use scheduling software to facilitate appointments.
  • Assist in gathering information for data reporting.
  • Distribute reports post assessment.
  • Correspondence regarding patient care, staff issues and program issues.
  • Assist in coordinating and administrative tasks as directed by Clinical Manager.

Entry to School Coordinator:

  • Responsible for all daytoday functions of ETS program
  • Development of resources and processes for program implementation as outlined in the ETS proposal
  • File management, scheduling appointments, EMHware uploading, maintaining Outlook calendar
  • Place purchase requisitions for program supplies
  • Complete intake process; meet with the child and family to collect data for the file
  • Collect all collateral information on each client
  • Establish the Intervention team and assessment schedule
  • Facilitate communication between family and team members
  • Generate information updates/newsletter for partners and stakeholders
  • Assist in gathering information for data reporting & evaluation
  • Liaise with internal and external Autism service providers
  • Mail report

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