Administrative Coordinator

Position Overview

We are seeking a highly organized and detail-oriented Administrative Coordinator to support the delivery of services. This role is central to patient scheduling, physician and nurse coordination, billing support, and reporting. The successful candidate will work closely with clinical and administrative staff to ensure seamless patient care and efficient clinic operations across multiple sites (Bedford, Windsor, and Alberta).

Key Responsibilities

Patient Scheduling & Care Coordination

Manage scheduling of patients for all treatments.

Serve as the primary point of contact for patients regarding appointment bookings, follow-ups, and ongoing treatment schedules.

Coordinate with physicians (arranged by leadership) and nursing staff (arranged by the nursing lead) to ensure complete treatment coverage.

Manage patient data using spreadsheets and clinic software, ensuring accuracy and confidentiality.

Track and action physician follow-ups, ensuring timely communication with patients.

Regional Patient Management

Collaborate with colleagues who manage patients to ensure consistency and quality across regions.

Billing & Reporting

Support billing processes, assisting with troubleshooting and resolution of issues in collaboration with the billing team.

Run Accounts Receivable (AR) reports weekly and flag issues requiring attention.

Cross-train in QuickBooks to provide backup coverage when needed.

Approval & Compliance

Oversee the approval process for all treatments.

Ensure all treatment approvals, physician orders, and compliance requirements are documented and followed.

Collaboration & Support

Work alongside clinical and administrative staff to streamline workflows and reduce bottlenecks.

Provide backup support to billing and administrative staff when required.

Participate in ongoing training and process improvement initiatives.

Qualifications

Previous experience in healthcare administration, patient coordination, or medical office support preferred.

Proficiency with spreadsheets and comfort working with multiple patient management tools.

Familiarity with QuickBooks or willingness to train in accounting software.

Strong organizational skills with the ability to prioritize competing demands.

Excellent communication skills and patient-centered approach.

Ability to work independently while collaborating within a multidisciplinary team.

Key Attributes for Success

Highly detail-oriented and reliable.

Comfortable managing complex schedules and multiple stakeholders.

Proactive problem-solver with a positive, team-oriented mindset.

Adaptable to a growing and evolving clinical program.

Job Type: Full-time

Pay: $50,000.00-$60,000.00 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Work Location: In person