Job Summary
About the Clinic:
Innerlogue Psychology & Therapy is a family-centered psychology clinic located in Midnapore and Kensington, Calgary, specializing in mental health support for children, adolescents, and their families. Our diverse team offers services in multiple languages, including Mandarin, Cantonese, and Ukrainian, Vietnamese, French, Tagalog, Arabic to better serve the needs of our multicultural community. We are currently seeking a compassionate and organized client coordinator and intake staff to join our team and help support our mission of providing accessible, high-quality mental health care.
We are currently looking for a client coordinator and intake staff to work at our Midnapore (SE) Location.
What You’ll Do:
We are seeking a professional and organized client coordinator and intake staff to join our team. The ideal candidate will serve as the first point of contact for visitors and clients, manage incoming calls, and perform various administrative duties to ensure smooth office operations. This role requires excellent communication skills, strong organizational abilities, and proficiency with office software. Experience in medical or dental office settings is a plus. The client coordinator and intake staff will play a vital role in providing exceptional customer service and supporting daily administrative functions.
Responsibilities
- Greet visitors and clients in a courteous and professional manner
- Manage phone systems, directing calls appropriately
- Schedule appointments and maintain calendars using Jane App, Microsoft Office and Google Workspace tools
- Perform data entry with accuracy using computer skills and typing proficiency
- Handle incoming and outgoing correspondence, including filing and document management
- Assist with administrative tasks such as proofreading, record keeping, and email correspondences
- Support front desk operations by maintaining organized workspaces and ensuring efficient flow of office activities
- Provide excellent customer service by addressing inquiries promptly and professionally
- Maintain confidentiality of sensitive information in compliance with company policies
- Welcome new clients and provide intake forms or assist with completing digital intake paperwork
- Review client intake information for completeness and accuracy
- Identify key client needs, preferences, and presenting concerns from intake forms and through phone calls
- Match clients with therapists based on clinical specialties, availability, and client needs
- Enter and organize client information in the clinic management system
- Communicate with therapists regarding new client matches or scheduling needs
Experience
- Prior customer service experience preferred, especially in office or medical office environments
- Familiarity with Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications
- Experience with Jane App Booking software is advantageous
- Strong computer skills including data entry, proofreading, and document management
- Excellent phone etiquette and organizational skills required for managing multi-line phone systems and front desk duties
- Proven ability to handle customer support roles with professionalism and courtesy
- Previous experience in a private therapy reception is a plus but not mandatory; training will be provided for specific responsibilities
Pay: From $20.00 per hour
Benefits:
- Flexible schedule
- On-site gym
Application question(s):
- Are you willing to work at the Midnapore, Calgary location full-time?
Experience:
- Customer service: 1 year (preferred)
Language:
- any additional languages (preferred)
Work Location: In person
