Client Care Coordinator

Client Care Coordinator - Milton

Are you an energetic and client-centric professional looking to advance your career with a leading hearing care team? Then this opportunity in Milton is for you! Working within a tight-knit team and reporting directly to the Owner, you will serve as the operational engine behind daily front-end activities. You will prioritize incoming communications from doctors and customers, manage fast-paced walk-ins, and keep clinic revenue on track by managing timely billing and government funding submissions. This is a fast-paced, multi-faceted role perfect for a bright, detail-oriented professional who thrives in an active clinic environment and wants to expand their expertise in administration, customer care, and community outreach.

If you see yourself in this role and want to learn more about this opportunity, then please apply to this job posting, and reach out directly to patricia.van@randstad.ca with your most updated resume, the job posting’s reference number, and a brief synopsis of why you feel you would be a great fit for the role.

Advantages
• Competitive base salary of $60,000 per year with sales-based commission.
• Permanent, stable full-time healthcare career opportunity with a regular Monday-to-Friday schedule (8:00 AM – 4:30 PM).
• Comprehensive initial onboarding and ongoing monthly training sessions provided by an expert internal training team.
• Exciting opportunity to play an integral role in the launch of a brand-new community clinic.
• A supportive management style and work culture that values teamwork, open communication, and personal well-being.
• Comprehensive health and dental group benefits package currently being established through a leading provider.
• 2 weeks of paid vacation time annually to support your personal work-life balance.

Responsibilities
• Greet patients warmly upon arrival, ensuring a safe and welcoming healthcare clinic environment.
• Manage high-volume inbound and outbound communications, prioritizing phone calls, emails, and faxes from clients and physicians.
• Schedule and coordinate patient appointments based on provider availability to maximize daily clinic efficiency.
• Follow up on missed appointments, cancellations, and client recalls using phone, SMS, and email.
• Process retail payments, handle daily close-out activities, manage bank deposits, and explain payment promotions to clients.
• Assist patients with essential documentation for provincial funding programs, insurance claims, ADP, and Telus Health.
• Maintain virtual and physical client files accurately within the specialized clinic EMR system while ensuring compliance.
• Perform basic data entry and compile routine operational reports using Microsoft Excel as directed.
• Conduct weekly community-based marketing activities, including visiting senior living facilities to distribute collateral.
• Participate in local community events and health tradeshows to promote clinic services and engage potential clients.
• Perform basic hearing device troubleshooting, cleaning, and battery changes utilizing provided personal protective equipment (PPE).
• Collaborate closely with internal clinic staff to escalate complex patient inquiries or technical device issues.
• Receive office supplies and medical device deliveries. Will need to be willing to lift up to 30lbs
• Additional administrative duties as required

Qualifications
• Completion of secondary school education or an equivalent combination of education and administrative experience.
• 2+ years of experience in a fast-paced retail customer service or medical office administration capacity.
• Proven track record of accountability for specific metrics, customer service standards, or key performance indicators (KPIs).
• Demonstrated experience with payment processing, cash handling, and operating Point of Sale (POS) systems.
• Willingness and flexibility to travel locally (approximately 5% on average) for community outreach marketing events.
• Physical ability to occasionally lift supply packages or marketing materials weighing up to 30 lbs.
• Excellent communication skills in English, both verbal and written, with an empathetic and professional tone.
• Strong interpersonal skills with a proven ability to build trust and relationships with healthcare patients.
• Exceptional time-management, multitasking, and prioritization skills to handle competing tasks in a fast-paced environment.
• Proficiency in utilizing digital tools, including Microsoft Office 365 (Outlook, Teams, and basic Excel).
• Comfortability or prior experience working with electronic medical records (EMR) or client database software is an asset.
• Ability to maintain a strict level of confidentiality regarding sensitive healthcare records and patient information.
• Willingness to learn and adapt to specialized proprietary clinic software and government funding submission processes.
• A collaborative team-player mentality paired with an open, proactive, and transparent communication style.

Summary
If you see yourself in this role and want to learn more about this opportunity then please apply to this job posting, and reach out directly to patricia.van@randstad.ca with your most updated resume, the job posting’s reference number, and a brief synopsis of why you feel you would be a great fit for the role.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.