Clinic And Intake Coordinator

Responsibilities

The Coordinator will maintain overall responsibility for the daily operation of the TICP Community Clinic. As the first point of contact the Coordinator is responsible for receiving referrals and liaising between clients, students, supervisors, community outreach and other key partners in coordinating client care. The Coordinator works collaboratively with the Program Direction and the Community Clinic Commitee on many aspects of the program.

Performance Indicators are based on the following Operational Measurements:

ADMINISTRATIVE

1. Maintain the client therapy procedure handbooks for the students and supervisors.

2. Maintain best practice process for documentation, access, and maintenance for online and physical recordkeeping.

3. Manage the clinic’s web-based management software program (OWL).

4. Coordinate the clinic’s software solution with student/supervision handbooks with applicable procedures.

5. Coordinate client and therapist scheduling, room bookings, payments, billing (client and supervisor) and applicable reporting for the Program Director and Administration Manager.

6. Manage the integrity of the client database for the purpose of statistical analysis and collection.

OUTREACH

1. Develop and diversify resource building pathways holding inclusion, diversity & equity integral to all professional relations.

2. Establish and expand existing referral sources with local health practitioners and community agencies.

3. Assemble and maintain a current directory of internal and external therapeutic resources for the community.

4. Create and execute a marketing plan across all platforms with print distribution (if requested by Program Director).

CLIENT INTAKE

1. Welcome community and potential client inquiries by phone and email for the purposes of therapy referrals. As applicable:

• C. Clients suitable for clinic services will be matched with a student therapist.
• D. The process for referral assistance will be applied for anyone that does not meet the criteria for services.
• A. Through active listening identify issues, and advocate on their behalf to other referral sources as required.
• B. For each potential client schedule a 20-30 intake interview applying the established screening criteria.

2. Build and maintain a current roster of 150-200 potential clients.

3. Match the client with student therapists and monitor attendance records.

4. When on-site cultivate a welcoming space for clients and students. Provide administrative support to students as needed.

5. Maintain standards of confidentiality in all interactions with internal and external stakeholders.

6. Establish procedures for late cancellations, no shows, accounts receivable, and criteria for exit interviews.

PROGRAM & STUDENT ENGAGEMENT

1. Cultivate positive rapport with students throughout all program, clinic, and event interactions.

2. Participate in appropriate sections of the training program as recommended by the Program Director.

3. Create and maintain a quality assurance measurement tool to assess student satisfaction with the clinic administration.

4. Upon request assist with clinic student events, self-directed continuing education and attending special TICP events.

CLINIC PREMISES

1. Oversee scheduling of reception staff and overall bookings for clinic therapy rooms and classroom spaces. Flex Time as needed for reception coverage when necessary due to staff absences.

2. Manage reception staff: scheduling, onboarding new staff and providing ongoing training, facilitating payroll Timesheets, and addressing performance issues as needed in consultation with the Clinic Director and Administration Director.

3. Facilitate distance learning setup as necessary in conjunction with reception staff.

4. Responsible for supply re-ordering as needed and for maintaining site cleanliness and safety standards

5. Document clinic procedures for student reference when they are on-site in the absence of the Coordinator.

Qualifications

▪ Completion of undergraduate degree/diploma in Social Work, Counselling, or related field

▪ Current professional designation in good standing with a recognized regulatory college in Ontario whose members can perform the controlled act of psychotherapy (ie. College of Psychotherapy, Social Work, Nursing, Psychology, etc.);

▪ Minimum 2 years experience of human service work is an asset;

▪ Previous experience in an intake position is an asset;

▪ Previous experience in a community agency is an asset;

▪ Excellent organizational and communication skills;

▪ Sound working knowledge of Microsoft software and familiarity with scheduling software is an asset.

Language

High proficiency and fluency in both oral and written English. Working ability in a second language is an asset.

Job Information

• Status: Must be legally entitled to work in Canada
• Location: Toronto/Hybrid
• Activity Rate: 20 hours per week, flexible scheduling
• Salary Grade: $35 - 40/hour