Client Care Coordinator

We're Hiring: Client Care Coordinator: Patient Experience & Marketing Support

Location: Ottawa, Ontario
Company: Harmony Physiotherapy & Wellness
Position: Part time / Permanent

About Harmony

Harmony Physiotherapy & Wellness is a growing multidisciplinary clinic in Ottawa offering physiotherapy, pelvic health physiotherapy, massage therapy, psychotherapy, and nutritional counselling.

We believe that great care begins from the very first interaction. Our goal is to create a welcoming, supportive environment where every patient feels heard, respected, and cared for.

We're looking for a friendly, organized, and enthusiastic Client Care Coordinator who enjoys working with people and wants to be part of a growing healthcare team.

About the Role

As our Client Care Coordinator, you'll be one of the first people patients connect with at Harmony.

You'll play an important role in managing daily clinic administration, creating an exceptional patient experience, supporting our practitioners, and helping our team with marketing and community engagement activities.

This position is ideal for someone who enjoys a mix of patient interaction, organization, creativity, and teamwork.

Key Responsibilities

Patient Experience & Client Care

• Welcome patients and create a warm, professional, and supportive environment.
• Answer phone calls, emails, and patient inquiries promptly and compassionately.
• Help new patients understand our services and connect them with the appropriate practitioner.
• Coordinate appointments, scheduling, cancellations, and waitlists.
• Follow up on administrative questions and help patients navigate their care experience.
• Handle patient concerns professionally and escalate clinical questions or complex issues to the appropriate team member.
• Support a smooth patient experience from initial inquiry through ongoing appointments.

Clinic Administration

• Manage front-desk operations and daily appointment schedules.
• Process payments, issue receipts, and assist with insurance direct billing.
• Maintain accurate patient information and administrative records.
• Manage appointment reminders, registration forms, and other patient communications.
• Assist with clinic supplies, organization, and day-to-day administrative needs.
• Work closely with practitioners to support efficient clinic workflows.
• Follow clinic policies, privacy requirements, and confidentiality standards.

Marketing & Community Engagement Support

• Assist with scheduling and publishing approved social media content.
• Help coordinate clinic photography, videos, educational posts, and promotional materials.
• Support marketing campaigns, newsletters, workshops, and community events.
• Help maintain updated clinic information across digital platforms.
• Assist with event registration, promotional materials, and community outreach logistics.
• Encourage patients to share feedback through appropriate, non-pressuring channels.
• Track how new patients hear about Harmony to help evaluate marketing activities.

Team Collaboration

• Communicate effectively with physiotherapists, massage therapists, psychotherapists, and other team members.
• Support onboarding and orientation for new patients.
• Help maintain a positive, organized, and welcoming clinic environment.
• Identify opportunities to improve the patient experience and share ideas with the Clinic Manager.

Qualifications

• Previous experience in healthcare reception, customer service, administration, or a similar patient-facing role.
• Excellent communication and interpersonal skills.
• Strong organizational skills and attention to detail.
• A warm, empathetic, professional approach to patient interactions.
• Ability to multitask and stay organized in a busy clinic.
• Comfortable using computers, scheduling software, email, and digital platforms.
• Experience with Jane App or healthcare billing is an asset.
• Familiarity with Canva, Instagram, Facebook, or social media scheduling is an asset.
• Interest in healthcare, wellness, and patient experience.
• Ability to work independently and collaboratively.

What We Offer

• A welcoming, supportive, and collaborative team environment.
• The opportunity to contribute to a growing multidisciplinary healthcare clinic.
• A meaningful role supporting patients throughout their care journey.
• Opportunities to develop administrative, patient-care, and marketing skills.
• Competitive compensation based on experience.

How to Apply

If you're passionate about helping people, enjoy staying organized, and have a creative side, we'd love to hear from you.

Please send your resume and a short introduction explaining why you'd be a great fit for Harmony Physiotherapy & Wellness.

Help us make every patient experience at Harmony a positive one.

Pay: $19.00-$20.00 per hour

Expected hours: 15.0 – 25.0 per week

Work Location: In person