Program Coordinator

About NuVista Mental Health

NuVista Mental Health is a nationwide network offering mental health clinics throughout Canada. It operates multiple specialized sub-brands committed to providing accessible, evidence-based, and patient-oriented care across the country.

Opportunity Overview

The Program Coordinator acts as the primary point of contact for clients within NuVista Mental Health and True North Psychological Services. This position ensures smooth client intake and navigation through services, supports program coordination, and facilitates accurate administrative and billing operations related to clinical services.

Main Duties

• Manage client intake, onboarding, and ongoing engagement for seamless access to services.
• Serve as the first contact for referrals, guiding clients through intake procedures.
• Effectively match clients with suitable clinicians and services, handling insurance protocols such as Blue Cross, VAC, and K-numbers.
• Educate clients about available services and maintain consistent communication to enhance engagement and minimize dropouts.
• Help clients access supplementary services including therapy, neurofeedback, and assessments.
• Coordinate scheduling, documentation, and maintain client files across systems efficiently.
• Monitor client progress, retention, and outcomes using designated tracking tools.
• Report on participation rates, dropouts, and gather program feedback.
• Oversee accurate submission and reconciliation of insurance billing (VAC, Blue Cross) and internal billing claims.
• Collaborate with clinic teams to manage private billing processes.
• Participate in developing and improving workflows, documentation, and training resources.
• Engage in team training and knowledge sharing to ensure consistency across programs.
• Support the alignment of practices across NuVista’s network and sub-brands.

Qualifications

• Post-secondary education in healthcare administration, psychology, or related discipline.
• Minimum two years of administrative coordination experience, preferably in mental health or clinical settings.
• Familiarity with psychology clinics or government-funded programs (e.g., CBT-I, ADHD, Neurofeedback) is advantageous.
• Excellent organizational, communication, and interpersonal capabilities.
• Experience handling sensitive health information with discretion and professionalism.
• Comfort and competence coordinating clients virtually and working in a remote setup.
• Knowledge of insurance billing procedures including VAC and Blue Cross.
• Proficiency in software such as Jane App, Microsoft Excel, and email communication is desirable.

Core Competencies

• Effective verbal and written communication, including strong presentation and active listening skills.
• Technological aptitude with ability to quickly learn and utilize new systems for efficiency.
• High standards of ethics, integrity, honesty, accountability, and confidentiality.
• Collaborative interpersonal skills fostering teamwork and relationship building.
• Strong organizational skills enabling efficient time and workspace management.
• Capability to manage workloads efficiently and consistently meet performance targets.
• Commitment to producing accurate work while identifying opportunities for ongoing improvement.