Patient Coordinator – Executive Assistant, Psychology Practice

Responsibilities

• 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
• 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
• 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

Requirements

• 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
• Background in psychology, mental health, healthcare, counseling, or related fields (preferred)
• Experience supporting psychologists, therapists, physicians, or healthcare providers (preferred)
• Familiarity with EMR systems such as Jane or similar platforms (preferred)
• Understanding of Canadian healthcare privacy requirements (PIPEDA) (preferred)
• French language skills are a plus (preferred).
• Core Competencies

Demonstrates expertise in managing client assessments, coordinating patient communications, and ensuring compliance with healthcare privacy standards.

Proficient in organizing documentation and supporting healthcare providers in administrative tasks.

• Highest-signal resume keywords
• Healthcare Administrative Experience
• HIPAA Compliance Knowledge
• Strong Organizational Skills
• EMR System Familiarity
• Excellent Communication Skills
• Hard Skills
• Patient Coordination
• Documentation Preparation
• Invoicing Administration
• Task Tracking
• Record Management
• Soft Skills
• Attention to Detail
• Time Management
• Proactive Problem Solving
• Independent Work
• Industry Keywords
• Healthcare Privacy
• PIPEDA
• Confidentiality Standards
• Mental Health
• Psychology
• Tools & Technologies
• EMR Systems
• Calendar Management Tools
• #J-18808-Ljbffr