Clinic Operations Coordinator

JOB DETAILS

Status: Permanent, Full-time

Schedule: Monday – Friday, 8:00 a.m. – 4:00 p.m.

ABOUT US

The Newly Institute was founded to provide long-lasting change within the mental health industry, our community, and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual treatment model with medically managed therapies, our intensive outpatient programs provide rapid access, rapid resolution, and rapid return to work and healthy lifestyle programs for anxiety, depression, addiction, post-traumatic stress disorder (PTSD), trauma, and chronic pain.

We have an exciting opportunity for a Clinic Operations Coordinator to join our growing startup team offering virtual services and in-person care across multiple Ontario locations.

WHY JOIN THE NEWLY INSTITUTE?

You’ll work as a valued member of a collaborative, supportive team and contribute to a growing and dynamic organization.  Our total rewards package includes:

• Competitive salary
• Four weeks annual vacation 
• Eight paid annual wellness days
• Comprehensive group benefits 
• Employer-paid health and dental benefit premiums
• Health & wellness spending account
• Career and professional development opportunities
• Regular team and community engagement events
• A stunning and inclusive work environment
  

WHAT YOU WILL DO

The Clinic Operations Coordinator plays a key role in supporting the successful day-to-day operations and growth of Newly clinics, with a particular focus on establishing and integrating new clinic locations. This role acts as a key connector across clients, clinicians, and internal teams—ensuring a consistent, efficient, and high-quality experience across all touchpoints.

Blending hands-on administrative support with operational coordination, the Clinic Operations Coordinator is responsible for managing the full client journey, including intake, scheduling, communication, and billing, while also contributing to the setup, standardization, and continuous improvement of clinic processes. The role works closely with cross-functional partners to implement workflows, support clinician onboarding, and maintain alignment with organizational standards.

Clinic Operations & Integration

• Support the setup and operational readiness of new clinics, including coordinating administrative processes, systems, and workflows for Ontario locations and/or virtual care based programs
  
• Collaborate with cross-functional teams to establish, refine, and standardize clinic processes and administrative practices 
  
• Contribute to the development and documentation of consistent workflows, tools, and standards to support scalable clinic operations
  
• Support onboarding and integration of new clinicians, including system setup and orientation to clinic processes 
  
• Maintain working relationships with external stakeholders, including case managers, employers, and referral partners 
  
• Ensure compliance with internal policies, procedures, and documentation standards
  

Client Experience & Front-Line Service

• Create a warm, organized, and client-focused clinic environment from first contact through ongoing care 
  
• Welcome clients and visitors, respond to inquiries, and ensure a high level of service in all interactions 
  
• Support clients in completing documentation and navigating clinic processes 
  
• Act as a point of contact for client questions, concerns, and follow-ups
  
  

Intake, Scheduling & Care Coordination

• Coordinate and complete accurate client intake, including collection and verification of required information 
  
• Manage appointment scheduling and maintain accurate, up-to-date client records 
  
• Conduct outbound communication to support scheduling, reminders, and continuity of care 
  
• Monitor funding approvals and coverage to ensure alignment with services provided 
  
• Coordinate services aligned with return-to-work (RTW) plans, including scheduling and communication with clinicians and contractors
  

Administration

• Answer and manage phone calls, emails, and other communications in a timely and professional manner 
  
• Support overall clinic flow and identify opportunities to improve efficiency and service delivery 
  
• Maintain organized and compliant administrative processes aligned with internal standards
  

Billing, Financial & Data Accuracy

• Oversee billing activities, including invoicing, payment collection, and accounts receivable tracking 
  
• Ensure accurate data entry across systems, including EMR
  
• Support expense tracking, and basic financial administration
  
• Coordinate and submit required documentation for funders, including WSIB, ensuring accuracy and timeliness 
  
• Review and verify contractor invoices for accuracy and alignment with services delivered

Other responsibilities related to the role and scope of work may be assigned.

WHAT YOU BRING

Education

• Post Secondary Education or Certificate (or equivalent internal experience) in Medical Office Administration, Health Administration, Business, or a related field

Experience

• A minimum of 2 - 5 years of experience in Clinical, healthcare, or administrative operations is required.
• Familiarity with third-party payers (e.g., WSIB, extended health benefits, insurers) and return-to-work (RTW) processes is required.
• Experience with scheduling systems, billing platforms, and basic financial processes (AR, invoicing, expense tracking) is required.
• Equivalencies of education may be considered.

Professional Registration, Practice Permits, Certificates, and Designations

• Registration or licensure in a clinical discipline (e.g., Kinesiology) is considered an asset.

Technical Skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) is required.
• Proficiency in Electronic Medical Records (EMR) systems is required.

Background Check

Offers are conditional, subject to employment reference checks and a clear police background check inclusive of vulnerable sectors.

DIVERSITY, EQUITY AND INCLUSION

We actively protect our diverse, equitable, and inclusive workplace where we are empowered to show up as their authentic selves.  We welcome applicants of all races, colours, places of origin, ancestries, religious beliefs, genders/gender identities/gender expressions, sexual orientations, ages, sources of income, family status, and physical and mental disabilities.  Our hiring practices ensure that all qualified candidates are considered, and decisions are merit-based.

ACCESSIBILITY

The Newly Institute welcomes and encourages applications from persons with disabilities or those seeking accommodation based on any other protected ground. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please email careers@thenewly.ca.

APPLICATION CLOSING

The posting will remain open until the role is filled.  We thank all applicants for their interest; however, only shortlisted candidates will be contacted.