Job Description

Venous Care Coordinator - Roles and Responsibilities

Position Summary

The Venous Care Coordinator plays a key role in supporting patients through their vascular care journey, from consultation to post-procedure follow-up. This position is highly patient-facing and requires a balance of clinical coordination, administrative accuracy, and compassionate communication. The Coordinator ensures that patients are well-informed about their procedures, understands treatment and payment options, and receives seamless scheduling for procedures, follow-up ultrasounds, and physician appointments. They act as the central link between patients, physicians, the compression stocking team, and clinical staff to ensure all requirements--such as signed consent forms, stocking measurements, payment collection, and procedure documentation--are completed accurately and on time.

In addition, the Venous Care Coordinator supports clinic efficiency by maintaining accurate patient records, monitoring inventory, processing payments, and referring satisfied patients to marketing initiatives. With a professional and approachable demeanor, the Coordinator provides responsive support to patients' questions, escalating clinical concerns appropriately, while upholding the highest standards of patient care, compliance, and organizational efficiency.

Patient Engagement and Education

Serve as the primary point of contact for venous care patients, both in person and over the phone. Provide clear, compassionate explanations of recommended procedures (EVLT, sclerotherapy, etc.), expected outcomes, and preparation requirements. Discuss treatment costs and payment options with patients in a professional and transparent manner. Prepare and provide appropriate insurance request letters as required. Maintain a friendly, approachable, and professional demeanor to support a positive patient experience.

Scheduling and Care Coordination

Schedule patient procedures, follow-up ultrasounds, and physician/nursing appointments, ensuring timeliness and adherence to clinical protocols. Coordinate with the compression stocking team to ensure patients are measured, fitted, and have appropriate stockings available on the day of treatment. Act as a liaison between patients, physicians, nurses, and administrative staff to ensure seamless continuity of care.

Clinical Documentation and Chart Management

Ensure each patient chart is complete and up to date, including: Signed consent forms Procedure notes Ultrasound reports Post-procedure documentation Confirm that all referral reports are accurately completed and sent to referring physicians in a timely manner. Maintain patient confidentiality and adhere to privacy regulations (PHIPA) at all times.

Procedure Day Responsibilities

Greet and prepare patients on the day of their procedure, ensuring they feel supported and informed. Collect and process procedure payments, accurately tracking payments in accordance with organizational protocols. Confirm all required supplies, equipment, and stockings are available and ready for use. Assist in post-procedure instructions and ensure patients are aware of next steps and follow-up care.

Post-Procedure Support

Field patient questions after procedures and direct clinical inquiries to the nursing or physician team as appropriate. Schedule additional visits if patients require further assessment or care. Monitor and follow up with patients to ensure satisfaction, referring those with positive outcomes to the marketing team for testimonials or online reviews.

Operational and Administrative Duties

Track, reconcile, and report all procedure-related payments to the Director of Venous Care and Finance team. Monitor and double-check inventory levels of stockings, supplies, and procedure-related items and report to clinic lead for appropriate ordering; alert leadership of any urgent shortages. Maintain accurate patient statistics as requested for program reporting (e.g., referral sources, procedure volumes, patient outcomes).

Patient Experience and Satisfaction

Check in with the marketing team to ensure overall patient satisfaction (marketing team monitors patient reviews, surveys and other feedback tools) Ensure that patient communications (in-person, phone, digital) reflect One Vascular's standards

Quality and Professional Standards

Ensure all patient interactions and administrative duties are carried out in line with One Vascular's standards of care. Participate in ongoing training to remain current with venous care protocols, patient education standards, and organizational policies. Support continuous improvement by sharing feedback from patients with leadership to identify opportunities for better service delivery.

Operational Excellence

Coordinate clinic resources to ensure efficient patient flow, procedure scheduling, and optimal use of provider time. Regularly monitor EMR to ensure that bookings align with physician schedule, patient volume requirements, and coordinators are following proper scheduling and patient communication procedures. Monitor inventory, equipment, and supplies required for venous procedures; collaborate with procurement to ensure cost-effective management (clinic leads are responsible for regular inventory monitoring/ordering, however, monitor any inventory issues/inconsistencies and report/rectify as necessary).

Qualifications - Venous Care Coordinator

Education & Certification

Postsecondary diploma or degree in healthcare administration, medical office administration, nursing, or related field (or equivalent experience). Certification in medical office administration or patient care coordination considered an asset. Current CPR/First Aid certification preferred.

Experience

Minimum 2 years of experience in a medical office, clinic, or healthcare setting. Previous experience in vascular, surgical, or cosmetic clinic considered an asset. Demonstrated experience with patient scheduling, procedure coordination, and billing/payment processes. Experience with EMR systems (Accuro, Cerebrum, or similar).

Knowledge & Skills

Strong understanding of medical terminology, particularly related to venous care and procedures. Knowledge of patient privacy regulations (PHIPA) and infection prevention and control standards. Excellent organizational and time-management skills, with the ability to coordinate multiple moving parts. Strong communication and interpersonal skills to interact effectively with patients, physicians, and staff. Ability to provide compassionate, patient-centred service while maintaining professionalism. Proficiency in Microsoft Office Suite and comfort with electronic documentation systems. Attention to detail with ability to ensure accuracy in scheduling, payment collection, and charting.

Personal Attributes

Professional, friendly, and approachable demeanour. Ability to remain calm and empathetic when dealing with anxious patients. Strong problem-solving and critical-thinking skills. Team-oriented with the ability to collaborate across departments. * Flexibility to adapt to evolving clinic needs and workflow changes.