Client Care & Billing Coordinator
Part-Time (20-25 Hours/Week), In-Person, Vancouver, BC
About Us
The Trauma Therapy Group is a trauma-focused counselling clinic based in Vancouver, BC, offering compassionate, evidence-based care to individuals, couples, and families. We are seeking to grow a collaborative administrative team dedicated to creating an exceptional client experience from the very first point of contact.
As our clinic continues to grow, we’re looking for a warm, organized, and detail-oriented Client Care Coordinator to join our team. This role is ideal for someone who enjoys supporting people, thrives in a fast-paced healthcare environment, and loves creating efficient systems behind the scenes.
Position Overview
This is an in-person administrative role supporting both our clients and our clinical team. You’ll be one of the primary points of contact for clients, helping them feel welcomed, cared for, and supported throughout their experience with our clinic.
You’ll also play an important role in maintaining smooth day-to-day operations by managing client communication, billing, scheduling support, and our client follow-up systems.
This position is 20-25 hours per week. Hours are flexible and can be spread across Monday through Saturday based on the successful candidate’s availability and the needs of the clinic.
Key Responsibilities
Client Care
- Serve as a warm, professional first point of contact for clients by phone, email, and in person.
- Welcome clients to the clinic and ensure they have a calm, supportive experience.
- Respond promptly to client inquiries and assist with scheduling, rescheduling, and general questions.
- Follow up with prospective clients and returning clients using our client relationship management (CRM) systems.
- Maintain excellent communication with clients throughout their care journey.
Administrative & Billing
- Manage client billing and invoicing.
- Process and troubleshoot extended health insurance claims and billing inquiries.
- Ensure client records and appointments are accurate and up to date in Jane.
- Monitor shared inboxes and respond to administrative emails.
- Support therapists with administrative requests as needed.
- Maintain organized documentation and administrative workflows.
Clinic Operations
- Keep reception, waiting areas, and shared clinic spaces organized, welcoming, and well stocked.
- Assist with opening and closing clinic procedures as required.
- Help maintain smooth day-to-day clinic operations while providing exceptional client service.
About You
We’re looking for someone who is:
- Warm, approachable, and naturally client-focused.
- Highly organized with exceptional attention to detail.
- Comfortable managing multiple priorities in a busy clinic environment.
- Calm under pressure and able to problem-solve independently.
- An excellent written and verbal communicator.
- Passionate about creating an outstanding client experience.
Qualifications
- Previous experience working in a healthcare, counselling, medical, or allied health clinic is strongly preferred.
- Proficiency in Jane App is required. We’re looking for someone who knows Jane inside and out and can confidently navigate client and therapist scheduling, billing - including insurance billing - and troubleshooting.
- Strong understanding of extended health insurance billing and client reimbursement processes.
- Comfortable using Google Workspace, Google Chat, AI integrations and CRM software.
- Experience supporting a busy multi-practitioner clinic is a strong asset.
Details
- Hours: 20–25 hours per week
- Schedule: Flexible, with hours worked Monday through Saturday
- Location: In person at our Vancouver clinic (Commercial Drive / East 10th Avenue)
- Compensation: $22–$25/hour, depending on experience
- Start Date: Flexible
What We Offer
- A meaningful, mission-driven workplace dedicated to helping people heal.
- A collaborative and supportive team environment.
- Thorough onboarding and training.
- Opportunities for growth as our clinic continues to expand.
- The chance to make a meaningful impact in clients’ experiences from their very first interaction with our clinic.
To Apply
Please send your resume and a brief cover letter explaining why this role feels aligned for you to [email protected] with the subject line:
Client Care & Administrative Coordinator – [Your Name]
Pay: $23.00-$26.00 per hour
Benefits:
- Casual dress
- Company events
- Flexible schedule
- Wellness program
Application question(s):
- Have you used JaneApp as an administrator?
- Do you have experience direct billing insurance for a healthcare practice?
Work Location: In person
