Program Coordinator at NuVista Mental Health

Program Coordinator

NuVista Mental Health

Full Time – TMS Team (Remote)

Reports to: TMS Operations Manager

About NuVista

NuVista Mental Health is a national network of mental health clinics serving communities across Canada. With locations from coast to coast and a growing portfolio of specialized sub-brands, NuVista is committed to accessible, evidence-based, and patient-centred care.

The Opportunity

The Program Coordinator serves as the primary client contact across NuVista Mental Health and True North Psychological Services, ensuring a seamless intake and service navigation experience. This role supports client engagement, program coordination, and accurate administrative and billing processes across clinical services.

This role is responsible for:

• Client Intake, Navigation & Communication
• Program Coordination & Tracking
• Billing & Administrative Support
• Collaboration & Continuous Improvement

Key Responsibilities

Client Intake, Navigation & Communication

• Manages intake and onboarding while supporting clients through service access and ongoing engagement.
• Serve as first point of contact for referrals and guide clients through intake and onboarding
• Match clients to appropriate clinicians/services and coordinate insurance requirements (Blue Cross, VAC, K-numbers)
• Provide education on services and maintain regular communication to support engagement and reduce drop-out
• Support access to additional services such as therapy, neurofeedback, and assessments

Program Coordination & Tracking

• Ensures efficient scheduling, documentation, and monitoring of client and program activity.
• Manage scheduling, intake documentation, and client file setup across systems
• Track client progress, retention, and outcomes using program tracking tools
• Monitor and report on participation, drop-outs, and program feedback

Billing & Administrative Support

• Maintains accurate billing and coordination across internal and external systems.
• Submit and reconcile VAC/Blue Cross and internal billing claims
• Ensure accuracy and consistency across all program billing
• Coordinate with clinic teams for private billing processes

Collaboration & Continuous Improvement

• Supports consistent program delivery and ongoing process improvement across teams.
• Contribute to development and refinement of processes, documents, and training materials
• Participate in team training and knowledge-sharing to support consistency across programs
• Support alignment of practices across the network and sub brands

Qualifications

• Post-secondary education in healthcare administration, psychology, or related field
• 2+ years administrative coordination experience (mental health/clinical preferred)
• Experience in a psychology clinic or with government-funded programs (e.g., CBT-I, ADHD, Neurofeedback) an asset
• Strong organizational, communication, and interpersonal skills
• Experience in handling sensitive health information with confidentiality and professionalism
• Comfortable with virtual client coordination and virtual work settings
• Insurance billing experience (e.g., VAC, Blue Cross)
• Proficiency with Jane App, Microsoft Excel, and email communication an asset

Core Competencies

• Communication: Communicates clearly and effectively; strong presentation and active listening skills.
• Computer Skills: Proficient with technology; quickly learns new tools and leverages systems to improve efficiency and performance.
• Ethics & Integrity: Demonstrates honesty, accountability, and maintains strict confidentiality.
• Interpersonal Skills: Builds strong relationships and works collaboratively with others.
• Organizational Skills: Manages time effectively and maintains organized, efficient systems and workspace.
• Productivity: Manages workload efficiently and consistently meets performance objectives.
• Quality Focus: Produces accurate work and proactively identifies opportunities for improvement.