Patient Coordinator & Executive Assistant

We are a staffing agency recruiting on behalf of a growing psychology practice seeking a highly organized and proactive Patient Coordinator & Executive Assistant.

This role is ideal for someone with a healthcare background who enjoys managing processes, coordinating patient care, and ensuring nothing falls through the cracks. You will serve as a key operational partner, helping manage the entire assessment workflow while also providing executive and administrative support.

The ideal candidate is confident communicating with patients, comfortable handling phone calls, and able to proactively identify issues before they become problems.

Key Responsibilities:

Patient Coordination

Manage the client assessment process from intake through completion

Send, track, and follow up on patient assessment forms and questionnaires

Prepare documentation and templates prior to appointments

Upload and organize completed reports and patient records

Coordinate scheduling and communication with patients and referral partners

Ensure all required materials are prepared before appointments

Administrative & Executive Support

Manage email inboxes and correspondence

Coordinate appointments, meetings, and calendar management

Assist with invoicing and billing administration

Support workflow organization and task tracking

Handle general administrative and executive assistant duties

Coordinate occasional travel and personal administrative tasks

Compliance & Process Management

Maintain awareness of healthcare privacy and compliance requirements

Ensure documentation and workflows follow established procedures

Identify potential issues and proactively recommend solutions

Maintain accurate and organized records

Required Qualifications:

Previous experience in a healthcare administrative, patient coordinator, medical office, or executive assistant role

Strong understanding of healthcare confidentiality and compliance standards (HIPAA experience required)

Excellent written and verbal English communication skills

Comfortable handling patient and client phone calls

Strong organizational and time-management abilities

Ability to work independently and proactively manage tasks

High attention to detail and follow-through

Preferred Qualifications:

Background in psychology, mental health, healthcare, counseling, or related fields

Experience supporting psychologists, therapists, physicians, or healthcare providers

Familiarity with EMR systems such as Jane or similar platforms

Understanding of Canadian healthcare privacy requirements (PIPEDA)

French language skills are a plus

What We're Looking For:

A proactive individual who takes ownership of processes

Someone who anticipates needs rather than waiting for instructions

A confident and professional communicator

A compassionate and empathetic personality with strong interpersonal skills

A highly organized professional who enjoys creating structure and efficiency

Growth Opportunity:

This role offers the opportunity to become an integral part of a growing psychology practice, with increasing responsibility in patient operations, workflow management, and executive support as the practice continues to expand.