: VIP Client Coordinator

Position Summary The VIP Client Coordinator is responsible for delivering an exceptional, personalized experience for concierge clinic members. This role serves as the primary point of contact for high-value clients, ensuring seamless coordination of appointments, proactive communication, and white-glove service throughout every stage of the client journey.

The ideal candidate is polished, detail-oriented, discreet, and thrives in a fast-paced, high-touch healthcare environment. They anticipate client needs, solve problems proactively, and build trusted relationships while maintaining the highest standards of professionalism and confidentiality.

Key Responsibilities

Client Experience

- Serve as the dedicated liaison for concierge and VIP clients.
- Deliver personalized, responsive service that exceeds client expectations.
- Build solid, long-term relationships through proactive communication and follow-up.
- Anticipate client needs and resolve concerns with professionalism and empathy.
- Ensure every client interaction reflects the clinic's premium brand and service standards.

Care Coordination

- Schedule and coordinate physician appointments, specialist referrals, diagnostic testing, and follow-up visits.
- Manage complex calendars while accommodating urgent requests and priority scheduling.
- Coordinate annual wellness visits and ongoing preventive care plans.
- Facilitate communication between physicians, nursing staff, allied health professionals, and external providers.
- Track outstanding referrals, test results, and care plan milestones to ensure continuity of care.

Concierge Services

- Coordinate personalized wellness services and executive health programs.




- Arrange travel-related healthcare needs when appropriate.
- Assist with obtaining medical records, prescription renewals, and administrative requests.
- Support clients with navigating healthcare services while maintaining efficiency and discretion.

Administrative Responsibilities

- Maintain accurate and confidential client records within the electronic medical record (EMR).
- Document communications and client interactions promptly and accurately.
- Prepare reports and maintain concierge membership documentation.
- Support membership onboarding, renewals, and client retention initiatives.
- Assist with billing inquiries related to concierge services as directed.

Quality & Compliance

- Maintain strict confidentiality in accordance with applicable privacy legislation and clinic policies.
- Adhere to all clinical, administrative, and regulatory requirements.
- Identify opportunities to improve the VIP client experience and operational efficiency.
- Participate in ongoing quality improvement initiatives.

Qualifications

Required

- Postsecondary education (preferably university degree) in healthcare administration, hospitality, business, or a related field.
- 3-5 years of experience in a concierge healthcare, executive service, luxury hospitality, or client relationship role.
- Exceptional interpersonal and communication skills.




- Strong organizational and multitasking abilities.
- High level of professionalism, discretion, and emotional intelligence.
- Proficiency with Microsoft Office and electronic medical record systems.
- Ability to prioritize competing demands while maintaining exceptional attention to detail.

Preferred

- Experience in concierge medicine, executive health, or private healthcare.
- Knowledge of medical terminology and healthcare workflows.
- Experience with CRM or patient engagement platforms.
- Experience coordinating care across multiple providers and specialists.

Core Competencies

- Exceptional customer service
- Relationship management
- Professional discretion and confidentiality
- Organization and time management
- Critical thinking and problem-solving
- Adaptability and flexibility
- Attention to detail
- Emotional intelligence
- Initiative and accountability

Work Environment This position is based in a concierge medical clinic and requires frequent interaction with physicians, clinical staff, executive clients, and external healthcare providers. Flexibility may occasionally be required to accommodate client needs outside of standard business hours. This is a five day a week in clinic role.

Why Join Our Team?

Our concierge clinic is committed to delivering personalized, relationship-based healthcare with an uncompromising focus on excellence. As a VIP Client Coordinator, you will play a key role in creating an exceptional client experience while working alongside a collaborative team dedicated to outstanding patient care.

Pay: $60,000.00-$75,000.00 per year

Benefits

- Casual dress
- Paid time off

Work Location: In person

📌 Job Description: VIP Client Coordinator (Toronto)
🏢 VivaGen LifeSciences
📍 Toronto