Clinic and Client Coordinator

4 weeks ago

Toronto, Ontario, Canada PathWell Full time

PathWell is looking for a Clinic and Client Coordinator to join our rapidly expanding team. We are a multi-disciplinary mental wellness health clinic in Downtown Toronto, in the core of the financial district. Our team is deeply passionate and driven to help improve the lives of others and equally contribute to fostering a culture of support, growth and enjoyment.

We are looking for a motivated, energetic, and self-directed individual who is caring and passionate about mental wellness. This individual must be committed to providing an exceptional customer service experience for clients and have a deep commitment to supporting individuals on their journey to mental well-being.

Front Desk Reception Duties:

  • Greet and welcome clients as they arrive at the clinic, creating a positive and professional first impression
  • Handle client inquiries and provide information about clinic services to clients.
  • Monitor and manage the waiting area, ensuring a comfortable and organized space for clients.

Scheduling and Coordination:

  • Manage clinicians' schedules using the clinic's booking platform.
  • Ensure a thorough understanding of the clinic's inclusion/exclusion criteria and clinicians' areas of expertise for appropriate clinician-client matching.
  • Process, track, and manage all incoming referrals on a daily basis.

Operational Leadership and Support:

  • Provide leadership and support within a bustling clinic environment.
  • Manage incoming phone calls, emails, and booking requests from clients in a timely and efficient manner.
  • Respond promptly to client requests, ensuring a high level of service.
  • Coordinate with other team members to ensure seamless communication and collaboration

Administrative Assistance and Office Management:

  • Send intake and consent forms, as well as forms to referring physicians and insurance companies.
  • Provide administrative assistant support to the clinic's founder.
  • Offer a high level of support to clinicians to aid in clinical service delivery.
  • Maintain a clean and tidy office environment, including all common areas

Operational Metrics and Performance Tracking:

  • Monitor and track incoming referrals to assess clinic demand and optimize clinician availability.
  • Analyze and report on capacity utilization to ensure efficient scheduling and resource allocation.
  • Maintain accurate data on client retention, appointment completion rates, and other key performance indicators.
  • Assist in compiling reports on clinic performance metrics to support strategic decision-making.
  • Work with the leadership team to identify opportunities for improving clinic efficiency and effectiveness based on data insights.
  • Develop and maintain dashboards or tracking systems to visualize key operational metrics and trends.
  • Ensure proper documentation and reporting of clinic operations to comply with regulatory and quality assurance standards.

Financial Administration:

  • Process payments from clients, ensuring accuracy and confidentiality in handling financial transactions.
  • Generate and send invoices to clients for services rendered, following established billing procedures.
  • Assist clients with billing inquiries, providing clear and detailed explanations of charges and payment processes.
  • Implement and enforce clinic policies related to payments, fees, and billing procedures.

Logistical and Organizational Tasks:

  • Manage office supplies inventory to ensure efficient clinic operations.
  • Maintain a clean and tidy office environment.
  • Update and maintain the clinic's Customer Relationship Management (CRM) system.
  • Organize and maintain clinic operations and procedures

Flexibility and Additional Tasks:

  • Handle other tasks as needed to support the smooth functioning of the clinic.

QUALIFICATIONS

  • Post-secondary Degree
  • Experience working in a healthcare clinic setting is preferred
  • Ability to work in a fast-paced environment, have exceptional time management skills and to perform well under pressure
  • Self-starter, motivated and able to learn quickly
  • Demonstrates strong communication and interpersonal skills with clients
  • Excellent command of written English grammar and spelling
  • High attention to detail, conscientious, critical thinker
  • Solution-focused individual with ability to foresee potential issues and quickly resolve them
  • Able to balance empathy and assertiveness in professional settings
  • Demonstrates proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams), Zoom Meetings, Dropbox, and Adobe Acrobat Pro.

Work Hours: 8:30 a.m. – 5:00 p.m

Work Location: In-person

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