Intake and Client Care Coordinator

2 days ago

Toronto, Canada The Red Oak Centre Full time

At The Red Oak Centre, creating a soft place to land starts with you. We believe that a family’s first interaction with us should feel supportive, informative, and grounded in care. We’re looking for a warm, organized, and proactive Intake and Client Care Coordinator to help ensure every family’s journey begins smoothly.
In this dynamic role, you’ll be both the welcoming voice of our clinic and the engine behind optimizing our internal systems. You’ll guide families through the intake and onboarding process, answer questions with compassion and clarity, and help connect them to the services they need most.
What You’ll Be DoingClient Experience & Leadership
- Act as the first point of contact for new clients and referral sources, ensuring a welcoming, professional, and responsive experience.
- Serve as a key ambassador of The Red Oak Centre’s values, services, and collaborative care model.

Intake, Triage & Onboarding
- Lead the intake process by gathering client information, assessing fit, and guiding families toward the right services.
- Conduct complimentary 10-15 minute intake calls to provide clear guidance and next steps.
- Oversee all onboarding tasks, including verifying required documentation (e.g., custody/decision-making documentation), setting up Jane accounts, booking first appointments, and distributing intake forms

.Jane System & Operations Management
- Manage all Jane scheduling and intake form distribution.
- Maintain and update intake documentation, ensuring forms are clear, accurate, and user-friendly.

Client Engagement & Service Promotion
- Engage thoughtfully with prospective clients, recommending services that match their needs.
- Convert inquiries into booked sessions by communicating the value of our integrated support model.
- Support families with personalized follow-ups, check-ins, and warm touchpoints.

Waitlist Management
- Manage clinic-wide waitlists, coordinate availability across departments, and proactively keep families informed.

About usThe Red Oak Centre is a Toronto-based multidisciplinary clinic specializing in child, adolescent, and family mental health and development. Our team includes occupational therapists, psychologists, and speech-language pathologists, working together to provide compassionate, evidence-based care tailored to each family’s unique needs.
We believe that every family deserves a soft place to land—a welcoming environment where they can access expert guidance, personalized support, and a truly collaborative care experience. Our integrated approach helps children and families navigate challenges with confidence, clarity, and care.
What Makes You a Great Fit
- You are articulate, warm, and naturally enjoy helping others feel at ease.
- You have a proactive mindset, with strong organization and attention to detail.
- You’re calm under pressure, balancing empathy with professionalism.
- Experience in clinical, educational, or family-facing settings is an asset.
- Familiarity with Jane or other client management systems is a plus.

Why Join The Red Oak Centre?- Purpose-driven work supporting families in need.
- Collaborative team, supportive leadership, and a focus on continuous improvement.
- Opportunity to make an immediate and lasting impact on our client experience.

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