Intake Coordinator part-time

Intake Coordinator (1 year contract, part-time)

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Direct IME is looking for a part‑time Intake Coordinator to join our team. The Intake Coordinator handles all aspects of a referral from receipt of referral through scheduling, to confirming attendance. Duties include intake, scheduling, review of medical documents, customer service, data entry, telephone duties, and clinic coverage. This is an onsite role, part‑time, up to 20 hours per week Monday to Friday.

• Handles the intake of new referrals of various types from a variety of sources
• Reviews for complete information, appropriateness of assessor requested for benefits in question, determines if CAT review is required
• Inputs referral information into IME‑Centrics, adding case notes and archiving emails in IME‑Centrics per company policies
• Schedules examinations through IME Centric for single and multiple assessments
• Schedules and confirms appointment dates and times with physicians' offices
• Communicates with clients regarding appointment scheduling, physician CV’s, appointment changes, no‑shows, cancellations, and receipt of medical records and/or images. Communicates with examinee as required by the client.
• Coordinates with the client to obtain required medical records prior to examination
• Reviews medical documents to check for conflict of interest, breaches in confidentiality, removes duplicates and confirms questions have been received and match the type of assessment requested. Moves cases to the appropriate queue to have medical documents sent to the assessor.
• Communicates with physicians, clients and/or examinees regarding any changes due to cancellation or rescheduling
• Coordinates ancillary services such as interpretation, chaperones, transportation, and/or exam site rentals when needed. Ensures the appropriate steps are taken to cancel and/or reschedule services upon appointment change or cancellation.
• Makes reminder calls to examinees in advance of the assessment date
• Confirms if examinee has attended assessment and requests consent forms. Informs client of any no‑shows and asks for direction.
• Handles and responds promptly to incoming calls, e‑mails or faxes from physicians or clients requesting report status and/or information
• Assists with clinic coverage as required
• Arranges lodging and/or transportation for out‑of‑town examinees, assists with directions, etc. Arranges for diagnostic tests as required.
• Monitors various work queues to ensure all cases are followed up on and moved forward per company standards
• Participates in various educational and/or training activities as required
• Other duties as assigned

• High school diploma or equivalent required.
• A minimum of one year related experience; or equivalent combination of training and experience.
• Experience in a medical or legal office preferred.

• Ability to handle multiple phone lines with heavy call volume.
• Ability to operate computer, fax, copier, scanner, and telephone.
• Must be able to type a minimum of 35 WPM.
• Ability to follow instructions and respond to upper management’s directions accurately.
• Demonstrates accuracy and thoroughness.
• Must demonstrate exceptional communication skills by conveying necessary information accurately, listening effectively, and asking questions where clarification is needed.
• Must be able to work independently, prioritize work activities, and use time efficiently.
• Must be able to maintain confidentiality.
• Must be able to demonstrate and promote a positive, team‑oriented environment.
• Must be able to stay focused and concentrate under normal or heavy distractions.
• Must be able to work well under pressure and/or stressful conditions.
• Must possess the ability to manage change, delays, or unexpected events appropriately.

Direct IME is one of Canada’s leading providers of independent medical assessments for a reason: your goal is our goal. At Direct IME we provide services to the legal community as well as insurers and employers. In the medical‑legal sector whether its liability, medical malpractice, plaintiff or defense counsel, we provide unbiased medical reports across the entire spectrum. In the employment and insurance sector we assist in facilitating healthy employees and satisfied plan members through timely diagnosis, pro‑active objective treatment recommendations, and most importantly, evidentiary opinion on return to work.

Direct IME is an Equal Opportunity Employer and affords equal opportunity to all qualified applicants for all positions without regard to protected veteran status, qualified individuals with disabilities and all individuals without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, age, or any other status protected under provincial or federal laws.