Patient Coordinator & Executive Assistant (Psychology Practice)

We are a staffing agency recruiting on behalf of a growing psychology practice seeking a highly organized and proactive Patient Coordinator & Executive Assistant.
This role is ideal for someone with a healthcare background who enjoys managing processes, coordinating patient care, and ensuring nothing falls through the cracks. You will serve as a key operational partner, helping manage the entire assessment workflow while also providing executive and administrative support.
The ideal candidate is confident communicating with patients, comfortable handling phone calls, and able to proactively identify issues before they become problems.

Key Responsibilities:
Patient Coordination
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
Administrative & Executive Support
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
Compliance & Process Management
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

Required Qualifications:
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

Preferred Qualifications:
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

What We're Looking For:
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

Growth Opportunity:
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.

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