Intake Coordinator – 37.5 hours/week, Contract at Peterborough Family Health Team

Family Health Teams (FHTs) use a patient-centered approach to primary health care that brings together doctors, nurses, nurse practitioners, registered dietitians, pharmacists, mental health clinicians and other health care professionals and support staff to co-ordinate the highest possible quality of care for patients – when they need it, as close to home as possible. FHTs are a key component of Ontario’s healthcare plan to reduce wait times, improve access to primary care, and keep Ontarians healthy.

Overview

Reporting to the Primary Care Manager(s) at the Peterborough Family Health Team (PFHT), the Intake Coordinator provides central coordination within an interprofessional, multidisciplinary team. This is a full-time contract position (37.5 hours/week) from the time of hire through March 31, 2027. The Intake Coordinator is responsible for coordinating and supporting PFHT’s centralized intake operations, with a primary focus on unattached patients and enabling efficient connection to permanent family physicians and primary care nurse practitioners. The role leads intake workflow oversight, process harmonization, and collaboration with clinical and administrative partners to support seamless patient attachment and service navigation. They also actively support the ongoing work of the Connect Clinic, building on existing intake infrastructure, strengthening coordination across attachment partners, and advancing equitable, person-centred access for patients seeking primary care connection. The Intake Coordinator practices to their full professional scope in accordance with the College of Nurses of Ontario (CNO) Standards of Practice, and contributes to continuous quality improvement of intake systems. This position is based in Peterborough, Ontario.

Responsibilities

• Coordinate and standardize centralized intake workflows, ensuring consistent, efficient, and person-centred processes across Primary Care attachment pathways
• Act as the primary operational lead for intake scheduling, triage, documentation standards, and EMR initiation for all incoming unattached-patient and supported-attachment intakes
• Collaborate with administrative teams to support secure and timely chart transfer, patient outreach, and attachment navigation into appropriate clinicians and community services
• Maintain intake pathways, data-tracking systems, recall/recall lists, and EMR templates
• Liaise with internal and external partners to support coordinated intake operations
• Provide oversight of EMR intake creation and documentation, including ensuring medical history, presenting concerns, and key clinical data (e.g., vitals, health screening needs) are accurately captured
• Ensure timely completion and coordination of patient forms, clinician correspondence, and required documentation stemming from intake encounters
• Maintain clinic operations supports including vaccine inventory oversight, cold-chain monitoring, and ordering through public health channels
• Co-lead planning and facilitation of clinic-wide preventative care initiatives
• Conduct focused clinical assessments and interventions as part of intake or scheduled care
• Ensure infection prevention and control standards are followed and maintained
• Other duties as assigned to support equitable access to care and effective clinic and program operations

Position Requirements

• Strong clinical skills and demonstrated ability to work within full scope of practice
• Familiarity with Primary Care Electronic Medical Records (e.g. Telus PS Suite, Accuro, etc) and other relevant digital tools
• Excellent understanding of the Ontario health care system, primary care delivery models and solid understanding of local health issues, priority and needs
• Excellent communication, interpersonal, and critical thinking skills
• Ability to work independently and collaboratively within a busy, multidisciplinary environment
• Understanding of how social determinants of health influence health outcomes and equity
• Strong background in applying a health equity principles to reduce barriers to care for vulnerable populations
• Demonstrated commitment to anti-racism, anti-oppression, equity, and inclusion principles
• Familiarity with primary care and how it intersects with other parts of the healthcare system
• Demonstrated problem-solving skills and adaptability in a fast-paced environment
• Adaptable, self motivated and able to thrive in dynamic or evolving care models
• Clear vulnerable sector police check
• Ability to lift up to 20 lbs
• Flexibility to adapt to changing hours and clinical demands

Qualifications

• Bachelor of Science in Nursing (BScN) or Diploma in Practical Nursing
• Current Registration with the CNO and active knowledge of CNO Standards of Practice
• For Registered Nurses: Membership with Registered Nurses Association of Ontario (RNAO) and active knowledge of best practice guidelines
• For Registered Practical Nurses: Membership with WeRPN preferred
• Minimum 3 years’ clinical experience
• Experience in primary care or community health settings preferred

Additional benefits of joining the Peterborough Family Health Team

• A provincial leader among Family Health Teams in Ontario
• Excellent team/office environment
• Multidisciplinary team expertise
• Organizational commitment to work-life balance
• HOOPP Pension Plan

The Peterborough Family Health Team are leaders in advocating for full vaccination against the COVID-19 virus and its variants, for persons who are medically able to receive the vaccination. All applicants should know that PFHT employees are expected to support this position and if medically able, maintain full vaccination.

Interested candidates can email their resume and cover letter to [email protected] by the application deadline.

• Application deadline: Applications will remain open until position is filled
• Hours: Monday to Friday – some evening work may be required
• Expected start date: February 1, 2026
• Job type: Contract, Full-time
• Salary: $74,261 to $81,152 per year based on full time equivalent

The Peterborough Family Health Team is actively committed to creating a diverse and inclusive workplace and encourages applications from all qualified candidates. The Peterborough Family Health Team offers accommodation for applicants with disabilities in its recruitment processes.