Job type: Full-time
Location: Remote
Full job description
We are seeking a highly organized, client-focused Program Coordinator to support intake, scheduling, coordination, and administrative processes for our specialized programs (e.g., Cognitive Behavioral Therapy for Insomnia, ADHD). This role is key to ensuring a smooth experience for both clients and clinicians.
Key Responsibilities:
Intake & Referral Coordination
- Coordinate client intake into psychotherapy programs
- Track and respond to referrals; match clients to clinicians
- Oversee the intake process and secure insurance pre-authorizations
- Confirm/Update clinician availability as needed
Client Communication & Scheduling
- Contact referred clients to confirm interest, provide program overviews, and screen for fit
- Schedule consultations and sessions
- Explain intake steps, forms/questionnaires, delivery options (virtual or in person) and policies
- Assess additional needs for other services (eg: psychotherapy, assessments, neurofeedback)
Clinical & Administrative Setup
- Create/update client files in booking system; ensuring all relevant documents (diagnoses, ID numbers, insurance info, notes) are complete
- Send intake forms, write consultation notes, and coordinate billing
Program Process Improvement
- Create programs in booking system and link to clinicians as new programs launch
- Review and refine program workflows and documents
Ongoing Support & Monitoring
- Track attendance, progress, and outcomes
- Respond to inquiries, manage rescheduling, billing (including VAC and Blue Cross), and reporting
- Send evaluations and follow-ups, update tracking systems and summary reports to help track success
Clinician Onboarding
- Promote programs to clinicians, track interest and provide training
- Work with program leads and add clinicians to systems
Qualifications:
- Post-secondary education in healthcare administration, psychology, or related field
- 2+ years administrative coordination experience (mental health/clinical preferred)
- Experience in a psychology clinic or with government-funded programs (e.g., CBT-I, ADHD, Neurofeedback) an asset
- Strong organizational, communication, and interpersonal skills
- Experience in handling sensitive health information with confidentiality and professionalism
- Comfortable with virtual client coordination and virtual work settings
- Insurance billing experience (e.g., VAC, Blue Cross)
- Proficiency with Jane App, Microsoft Excel, and email communication an asset
- French language proficiency (spoken and written) is an asset
Job Type: Full-time
Pay: $25.00 per hour
Benefits:
- Casual dress
- Dental care
- Extended health care
- Life insurance
- RRSP match
- Work from home
Experience:
- Administrative: 2 years (required)
- Medical Billing: 1 year (required)
- Schedule management: 1 year (required)
