DIVISION: Virtual Intensive Outpatient Program
REPORTS TO: Client Services Manager
POSITION STATUS: Part-Time Temporary, 6 month temp period from start date
LOCATION: Virtual
HOURS: 20-25 hours per week

POSITION SUMMARY:

The Client Services Coordinator plays an essential role in supporting the daily operations of the VIOP. This position is responsible for assisting with client intake, scheduling, billing coordination and administrative support to maintain a smooth and client-centered experience. The ideal candidate is detail-oriented, organized, and passionate about providing compassionate care in a virtual environment. The Client Services Coordinator reports directly to the Client Services Manager.

KEY QUALIFICATIONS:

• Excellent verbal and written communication skills with a professional and empathetic demeanor.
• Strong organizational skills and attention to detail
• Proficiency in EMR systems, scheduling software and Microsoft Office Suite.
• Ability to handle multiple tasks and prioritize effectively in a remote environment.
• Commitment to confidentiality, ethical standards, and client-centered care.

KEY SKILLS:

• Organization and precision in all areas of the job.
• Able to multi-task and an eye for detail
• Effective interpersonal communication skills
• Ability to work independently when required and in group settings when required
• Good written and verbal communication skills, specifically in regard to reporting
• Complete awareness and adherence to confidentiality and privacy
• Effective interpersonal communication skills and work effectively with others
• Knowledge of theory, principles and practices in the field of addictions

1. Process intake documentation, including forms, and consent agreements.
2. Ensure accurate client setup in the EMR system.
3. Oversee clinician schedules to ensure efficient appointment flow
4. Communicate changes, cancellations, or updates promptly to clients and staff.
5. Monitor program calendars and coordinate group sessions or special events.
6. Create and manage appointments & client rosters within telehealth platform.
7. Liaise with financial department to process client payments, generate invoices, address billing-related inquiries and resolve payment issues to maintain accurate financial records.
8. Liaise with clinical team to confirm billable sessions and provide accurate reporting to the financial team.
9. Maintain up-to-date client administration records, ensuring confidentiality and compliance.
10. Prepare and organize program reports, tracking key performance indicators and metrics.
11. Support leadership with administrative tasks such as managing program reports and documentation.
12. Assist with technology support for virtual platforms used in client sessions and team meetings.
13. Ensure adherence to organizational policies, procedures, and accreditation standards.
14. Support implementation of quality assurance and improvement initiatives.
15. Act as a point of contact for clients with administrative concerns, resolving issues promptly and professionally.
16. Provide reminders for appointments, program updates, and other client-facing communications.