Patient Coordinator & Executive Assistant (Psychology Practice)

• 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

• 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
• 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

• 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

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.