Client Services Coordinator/Contract Manager
Allied Psychological Services | Oakville, ON | Full-Time (or 2 Part-Time)
About Allied Psychological Services
Allied Psychological Services is a growing, multidisciplinary psychology practice providing comprehensive psychological assessment and treatment services to youth and adults. Our team of regulated health professionals is committed to delivering ethical, evidence-based care in a supportive and collaborative environment. We prioritize clinical excellence, client confidentiality, and adherence to all professional and legislative standards.
Position Overview
Allied Psychological Services is seeking a skilled, organized, and client-focused Client Services Coordinator/Contract Manager to serve as a key operational hub within the clinic. This combined role is responsible for managing all incoming client referrals, coordinating case and scheduling workflows, and overseeing the clinic's contractual relationships with clinicians, staff, vendors, and partners.
The successful candidate will bring strong administrative expertise, a thorough understanding of healthcare privacy legislation, and the ability to liaise effectively with a broad range of stakeholders, including clients, clinicians, legal counsel, insurers, and external agencies. This is an in-person role based out of our Oakville office.
Reporting Relationship
This position reports directly to the Office Manager and works closely with the clinic’s directors on clinical, intake, contract, and business matters. The role participates in monthly directors’ meetings to present data reports on intake activity, scheduling, and administrative issues.
Hours of Work
Monday to Friday, 9:00 AM - 5:00 PM (8 hours/day). Limited flexibility on start times may be accommodated based on operational needs.
Key Responsibilities
Client Intake & Case Coordination
- Respond to client referrals from multiple sources in a timely and professional manner
- Serve as the initial point of contact for prospective clients; gather and document intake information
- Assign clients to appropriate clinicians and manage waitlists in collaboration with clinical staff
- Ensure client files are complete and ready prior to initial appointments, including consent forms, intake information, and relevant background details
- Schedule client appointments and coordinate supports (e.g., transportation, interpreter services)
- Make client confirmation calls in advance of appointments
- Coordinate and organize scheduling for large contracts and clinical projects
- Assist with proctoring, administering, and scoring psychological testing as required
- Support file closure processes, including discharge and progress reports
- Submit final reports and store fax confirmations accordingly
Contract Management
- Draft, review, and manage contracts for independent contractors (e.g., psychologists, psychotherapists, social workers), employees, external vendors, referral partners, and third-party agencies
- Ensure all agreements comply with applicable Ontario legislation, including the Employment Standards Act (ESA) and Personal Health Information Protection Act (PHIPA)
- Maintain and update standardized contract templates and associated documentation
- Track contract lifecycles including renewals, amendments, and expirations
- Collaborate with leadership to align contracts with compensation structures, billing practices, and clinic policies
- Support onboarding and contract execution for new clinicians and staff
- Identify and mitigate contractual and operational risks
- Liaise with external legal counsel as required
Data, Reporting & General Administration
- Create, track, and report client data using the office management system and Excel (intake data, discharge data, project tracking)
- Prepare daily, weekly, and monthly reports as required
- Review, respond to, and redirect emails as appropriate
- Answer phones and redirect calls
- Assist with invoicing and financial administrative tasks in collaboration with office staff
- Prepare file requests and assist with general administrative duties as needed
- Communicate professionally with external stakeholders including lawyers, insurers, parole/probation officers, and other agencies
Qualifications
Education & Experience
- University degree in Business Administration, Healthcare Administration, Social Work, Psychology, or a related field
- Minimum 3 years of combined experience in contract management and/or administrative coordination in a healthcare or mental health setting
- Experience with WSIB, MVA (Motor Vehicle Accident) claims, or other insurers is an asset
- Experience working with independent contractor models in clinical settings is an asset
- Background or practical knowledge in counselling, psychology, or social work is a strong asset
Knowledge & Skills
- Demonstrated knowledge of Ontario employment and privacy legislation (ESA, PHIPA)
- Strong drafting, negotiation, and analytical skills for contract work
- Excellent customer service skills; professional language, tone, and demeanour
- Empathetic and respectful approach with clients and their circumstances
- Demonstrated verbal and written communication skills
- Critical thinking, problem-solving, and sound judgment in interpreting complex information
- Ability to develop and maintain professional relationships with clients, colleagues, and external partners
- Proven ability to work independently and collaboratively as part of a small team
- Proficiency in Microsoft Office (Word, Excel, Outlook); experience with practice management software is an asset
- Meticulous attention to detail, with strong organizational and time management skills
- Ability to manage confidential and sensitive information with professionalism and discretion
What We Offer
- Competitive compensation commensurate with experience and qualifications
- Health and dental benefits
- Flexible work arrangements where operationally feasible (hybrid options may be available)
- A collaborative, professional, and supportive team environment
- The opportunity to contribute meaningfully to a growing, respected psychological services clinic
How to Apply
Please submit your resume and a brief cover letter outlining your relevant experience to:
Deb Carman, Office Manager
dcarman@alliedpsych.ca
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Accessibility & Inclusion
Allied Psychological Services is committed to fostering an inclusive and accessible workplace. Accommodations are available upon request throughout the recruitment process in accordance with applicable Ontario legislation.
Pay: $27.00-$32.00 per hour
Benefits:
- Casual dress
- Dental care
- On-site parking
Work Location: In person
