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.