Clinic and Client Care Coordinator

5 days ago

Kingston ON KK Z, Canada Spear Wellness Centre Full time

Overview

At Spear Wellness Centre, we believe healing begins with safety and grows through connection. Our team brings together advanced trauma-informed psychotherapy and holistic wellness practices to support mind, body, and spirit. We are committed to professional excellence, compassionate care, and creating spaces where both clients and practitioners can thrive.

We are seeking a Clinic & Client Care Coordinator to join our team. This is both a front-line and behind-the-scenes role: you'll be the warm first point of contact for clients while also ensuring the clinic runs smoothly day to day.

The Coordinator balances client care, administrative efficiency, and team support — embodying our values of safety, compassion, and accountability.

Duties

  • Greet clients warmly upon arrival, ensuring they feel comfortable and valued from the moment they step into the clinic
  • Process payments and manage direct billing to insurers (e.g., Blue Cross)
  • Support therapists and practitioners with forms, documentation, and room coordination
  • Order supplies and support daily clinic operations
  • Assist with occasional marketing tasks (e.g., emails, event support, social media & website)
  • Assist with clinic growth development & retention through follow-up emails and phone calls to clients.
  • Assist with program coordination
  • Manage appointment scheduling, waitlists, appointment confirmations, and rescheduling via Jane to optimize clinic flow and reduce wait times
  • Communicate policies (e.g., cancellation, no-show) to clients with compassion and consistency
  • Coordinate communication between clients and staff to ensure seamless care delivery and follow-up
  • Maintain confidentiality and follow PHIPA guidelines at all times

Required Experience:

Completion of college diploma or certificate in one of the following fields:

  • Medical Office Administration
  • Health Office Administration
  • Business/Office Administration
  • Community Services / Social Services

Preferred Assets:

  • 2+ years experience in customer service, healthcare, or wellness setting
  • Strong organizational skills and attention to detail
  • Excellent written and verbal communication
  • Comfort with technology and ability to learn new systems quickly
  • Experience with Jane App or another electronic health record (EHR) system
  • Knowledge of direct billing/insurance claims processes
  • Undergraduate coursework or degree in psychology, counselling, or mental health studies
  • Training in trauma-informed care or mental health first aid
  • Familiarity with trauma-informed care principles

This role offers the opportunity to grow within a well-established, values-driven wellness clinic while making a real impact in people's lives. If you bring professionalism, warmth, and a genuine interest in holistic care, we invite you to apply and become part of the Spear community.

Job Types: Full-time, Part-time

Pay: $20.00-$25.00 per hour

Expected hours: 20 – 35 per week

Benefits:

  • Company events
  • Paid time off
  • Store discount

Application question(s):

  • Have you used the Jane App or a similar system before? Which features?

  • Do you have experience with direct billing or payment reconciliation?

  • What drew you to apply to a wellness clinic like Spear?

  • Describe your experience working in a client-facing or front-desk role. What do you enjoy most about supporting clients?
  • What days and times are you available to work? Please include any limitations.

Work Location: In person

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