Client Care Coordinator
Alleviate Holistic Health
Alleviate Holistic Health is seeking a highly organized, compassionate, and proactive Client Care Coordinator to join our growing multidisciplinary healthcare team.
This position is an integral part of the client experience and the day-to-day operations of our clinic. This individual will serve as a key connection point between clients, practitioners, and clinic leadership while helping ensure that care is accessible, coordinated, professional and responsive.
As our clinic continues to grow, we are looking for someone who can take manage administrative systems, follow-up processes, support practitioners, and help clients navigate their care with confidence.
This position is idea for someone who is equally comfortable managing detailed administrative workflows and having warm, thoughtful conversations with people who may be in distress, injured, overwhelmed, or navigating sensitive health concerns.
About Alleviate
Alleviate Holistic Health is a multidisciplinary health clinic providing physical and mental health services within a collaborative care environment. Out team includes professionals across massage therapy, athletic therapy, acupuncture, counselling and psychotherapy, rehabilitation, and related health disciplines.
We believe health care is most effective when clients are treated as whole people rather than a collection of individual symptoms. Our approach is grounded in transdisciplinary care, meaning our practitioners work collaboratively when appropriate, communicate across disciplines with client consent, facilitate referrals, and help clients access the services and professionals that best support their overall health.
The Role
As Client Care Coordinator, you will help oversee the client journey from the first phone call or email through intake, scheduling, treatment coordination, follow-up, billing and ongoing care. You will also support practitioners and clinic leadership with the systems and administrative processes required to keep a busy healthcare environment running smoothly.
We are looking for someone who sees what needs to be done, follows through, and takes pride in creating an organized and welcoming environment.
Client Care & Experience
This position will:
· Serve as primary point of contact for new and existing clients by phone, email and in person
· Welcome clients and create a warm, professional and inclusive clinic experience
· Help clients understand available services and determine the most appropriate next step when they are unsure where to begin
· Follow-up with clients regarding incomplete intake forms, appointments, referrals, outstanding information, and other care-related needs
· Coordinate appointments, cancellations, rescheduling, waitlists, and short notice availability.
· Assist clients in navigating practitioner availability and clinic services
· Facilitate warm referrals between practitioners when appropriate.
· Help ensure clients to not become lost between services or points of care
· Communicate sensitive information with empathy, professionalism, and appropriate boundaries.
· Support clients who may be experience stress, pain, frustration, or uncertainty while remaining within the administrative scope of the role.
Care Coordination and Transdisciplinary Support
A central part of this role is supporting our collaborative model of care.
This position will:
· Help clients navigate services across physical and mental health disciplines
· Support appropriate internal referrals between practitioners.
· Coordinate administrative aspects of collaborative care and practitioner communication.
· Ensure appropriate client consent processes are followed before information is shared
· Assist with follow-up when practitioners recommend another service or providers\
· Help maintain continuity between clients, practitioners, and the clinic
· Support client-shared processes while respecting professional scope, confidentiality, and client choice
· Identify opportunities where improved coordination could create a better experience for clients.
The Client Care Coordinator does not provide clinical advice or make clinic decisions. Rather, they help ensure that the administrative systems surrounding client care support effective collaboration.
Clinic Administration and Operational Support
This position will support the day-to-day operation of the clinic by:
· Managing practitioner schedules, bookings, cancellations, waitlists, and short-notice availability
· Helping optimize schedules and support sustainable practitioner caseloads
· Processing and supporting insurance and third-party billing, including follow up on incomplete or rejected claims
· Maintaining accurate client, billing, and administrative records in Jane
· Support practitioner onboarding, internal communication, meetings and clinic initiatives
· Assisting clinic leadership with tracking, reporting, and administrative priorities
· Maintaining follow-up systems to ensure outstanding tasks are completed.
· Identifying opportunities to improve workflows, organization and operational efficiency.
Experience with Jane, healthcare billing or multidisciplinary clinic administration is an asset, however training can be provided.
Qualifications
Qualifications include:
· Post-secondary education in healthcare administration, health studies, social sciences, business administration or a related field is strongly preferred
· Previous experience in healthcare administration, medical reception, clinic coordination, clients services, or a similar environment
· Mental health first aid certification is strongly preferred, or willingness to obtain.
· Training in trauma-informed care, crisis response, suicide prevention, de-escalation or related client-support areas is considered a strong asset
· Experience working with clients experiencing physical health, mental health or other complex needs.
· Strong written and verbal communication skills
· Excellent organization, judgment, confidentiality, and attention to detail
· Comfort using scheduling software, spreadsheets, email and digital systems
· Experience with Jane App, healthcare billing, or multidisciplinary administration is an asset.
Equivalent combinations of education, training, and experience will be considered. We are particularly interested in candidates who demonstrate strong interpersonal skills, initiative, and an ability to support clients with empathy while maintaining professional boundaries.
To Apply:
Please send your cover letter and resume to:
[email protected]
Alleviate Holistic Health is an equal opportunity employer and we encourage all who are eligible to apply.
Pay: $22.00-$26.00 per hour
Benefits:
- On-site gym
- On-site parking
Work Location: In person
