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Patient Coordinator – Executive Assistant, Psychology Practice
Assist WorldPatient Coordinator & Executive Assistant managing client assessments and providing administrative support within a psychology practice. Proactively ensuring smooth operations in patient coordination and administrative tasks.
About the role
Key responsibilities & impact- 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
- 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
- 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
Requirements
What you’ll need- 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
- Background in psychology, mental health, healthcare, counseling, or related fields (preferred)
- Experience supporting psychologists, therapists, physicians, or healthcare providers (preferred)
- Familiarity with EMR systems such as Jane or similar platforms (preferred)
- Understanding of Canadian healthcare privacy requirements (PIPEDA) (preferred)
- French language skills are a plus (preferred).
Benefits
Comp & perks- 100% REMOTE
- $50 birthday bonus
- $200 testimonial bonus
- $500 entry monthly raffle
- NO TRACKER. NO PROBLEM
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
Patient CoordinationDocumentation PreparationInvoicing AdministrationTask TrackingRecord Management
Soft Skills
Attention to DetailTime ManagementProactive Problem SolvingIndependent Work