Patient Care Coordinator

Sage Naturopathic Clinic is a busy, patient-focused multidisciplinary healthcare clinic with four locations. We're looking for a reliable, organized, and detail-oriented Patient Care Coordinator to join our front desk team in Oakville.

Our Patient Care Coordinators play an important role in creating a positive patient experience and keeping our clinic running smoothly. This is a fast-paced position where priorities change quickly, interruptions are frequent, and staying on top of outstanding tasks is essential.

We're looking for someone who takes ownership of their work, follows through on commitments without constant reminders, and takes pride in getting the details right.

What You'll Do

• Answer a high volume of incoming calls and respond to patient inquiries with warmth and professionalism.
• Book, confirm, and reschedule appointments accurately, ensuring patients are booked with the appropriate practitioner and appointment type.
• Greet and check in patients while keeping the front desk organized and welcoming.
• Manage competing priorities throughout the day, balancing patient needs, phone calls, and administrative responsibilities.
• Take ownership of tasks from start to finish, including tracking outstanding items and following up when needed.
• Keep track of tasks that cannot be completed immediately and ensure they are revisited at the appropriate time.
• Review appointment bookings, patient records, and communications for accuracy, catching and correcting errors when possible.
• Proofread patient emails and other communications to ensure they are clear, professional, and accurate.
• Coordinate with practitioners and team members to support a seamless patient experience.
• Process payments and insurance direct billing accurately.
• Maintain accurate patient records and complete administrative tasks in a timely manner.
• Support daily clinic operations, including keeping the front desk organized and helping maintain a clean and welcoming environment.

What We're Looking For

• Previous front desk or administrative experience, ideally in a healthcare or clinical setting.
• Excellent organizational skills and the ability to manage multiple competing priorities.
• Strong attention to detail, with a habit of double-checking work and noticing inconsistencies.
• A proactive approach to work: you recognize what needs to be done and take initiative without waiting to be reminded.
• Strong follow-through: you keep track of outstanding tasks, remember to revisit them, and ensure commitments are completed.
• The ability to handle frequent interruptions, switch between tasks, and return to unfinished work without losing track of details.
• Confidence on the phone and the ability to communicate clearly, warmly, and professionally.
• Good judgment when deciding what needs immediate attention and what can wait.
• Reliability, punctuality, and a team-oriented attitude.
• Comfort using computers, learning new software, and navigating multiple systems.
• A positive, solutions-focused attitude and a willingness to take responsibility for your work.

Software & Technology

Experience with the following platforms is an asset:

• Jane App: Appointment scheduling, patient records, and clinic administration.
• TELUS eHealth and Sun Life: Insurance and direct billing.
• Google Workspace: Google Docs, Sheets, and Drive.
• ActiveCampaign and GoHighLevel: Email marketing, contact management, and CRM systems.
• Gemini and ChatGPT: AI tools for drafting communications, supporting administrative tasks, and improving efficiency.
• Canva: Creating and editing basic graphics and marketing materials.

We're looking for someone who is comfortable with technology, confident navigating multiple software platforms, and eager to learn new tools. Experience with every platform is not required; strong computer skills and the ability to adapt quickly to new systems are important.

Bonus Points

• Experience in a healthcare clinic or multidisciplinary practice.
• Experience with appointment scheduling software and electronic patient records.
• Experience with insurance billing and payment processing.
• Customer service or sales experience, especially when explaining options and helping patients determine the next step.
• Experience managing follow-ups, task lists, or administrative workflows.

Job Details

Position: Patient Care Coordinator

Location: Sage Naturopathic Clinic, Oakville, Ontario

Pay: Starting at $20.00 per hour

Hours: 30–40 hours per week

Schedule: Monday–Friday; specific hours to be determined

Start date: As soon as possible

Ready to Apply?

We'd love to hear from you! Please submit your resume along with a cover letter explaining why you believe you're the right fit for our team.

Important: Your cover letter must include the reference code PCCOAK26 to be considered.

We're looking for someone who takes initiative, pays attention to the details, and follows through on their commitments. Tell us how your skills and experience would make you a great addition to the Sage team!