Program Coordinator
NuVista Mental Health
Full Time – TMS Team (Remote)
Reports to: TMS Operations Manager
About NuVista
NuVista Mental Health is a national network of mental health clinics serving communities across Canada. With locations from coast to coast and a growing portfolio of specialized sub-brands, NuVista is committed to accessible, evidence-based, and patient-centred care.
The Opportunity
The Program Coordinator serves as the primary client contact across NuVista Mental Health and True North Psychological Services, ensuring a seamless intake and service navigation experience. This role supports client engagement, program coordination, and accurate administrative and billing processes across clinical services.
This role is responsible for:
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Client Intake, Navigation & Communication
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Program Coordination & Tracking
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Billing & Administrative Support
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Collaboration & Continuous Improvement
Key Responsibilities
Client Intake, Navigation & Communication
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Manages intake and onboarding while supporting clients through service access and ongoing engagement.
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Serve as first point of contact for referrals and guide clients through intake and onboarding
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Match clients to appropriate clinicians/services and coordinate insurance requirements (Blue Cross, VAC, K-numbers)
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Provide education on services and maintain regular communication to support engagement and reduce drop-out
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Support access to additional services such as therapy, neurofeedback, and assessments
Program Coordination & Tracking
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Ensures efficient scheduling, documentation, and monitoring of client and program activity.
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Manage scheduling, intake documentation, and client file setup across systems
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Track client progress, retention, and outcomes using program tracking tools
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Monitor and report on participation, drop-outs, and program feedback
Billing & Administrative Support
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Maintains accurate billing and coordination across internal and external systems.
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Submit and reconcile VAC/Blue Cross and internal billing claims
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Ensure accuracy and consistency across all program billing
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Coordinate with clinic teams for private billing processes
Collaboration & Continuous Improvement
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Supports consistent program delivery and ongoing process improvement across teams.
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Contribute to development and refinement of processes, documents, and training materials
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Participate in team training and knowledge-sharing to support consistency across programs
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Support alignment of practices across the network and sub brands
