Administrative Coordinator

NYRC Canada; Toronto; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a detail-oriented Administrative Coordinator to manage scheduling and documentation in a busy medical environment. This role requires excellent organizational and communication skills, as you will interact with clients and staff to ensure smooth operations. You will be responsible for coordinating assessments, managing referrals, and maintaining confidentiality. If you thrive in fast-paced settings and enjoy supporting key clients, this opportunity could be a perfect fit for you. Join a leading provider of independent medical assessments and contribute to impactful work in the healthcare sector.

Qualifications

• Experience in a medical office or insurance industry preferred.
• Ability to work independently and prioritize tasks effectively.

Responsibilities

• Schedule assessments and coordinate with clients and physicians.
• Review referrals and communicate with clients about appointments.
• Handle documentation and ensure confidentiality.

Skills

Organizational Skills

Communication Skills

Decision-Making Abilities

Attention to Detail

Proficiency in Microsoft Word, Outlook, Excel

Bilingual (French and English)

Education

High School Diploma

Minimum One Year Clerical Experience

Tools

IME-Centric

Computer Proficiency

Fax, Copier, Scanner

Job description

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Description

We are looking for a skilled Medical Administrative Coordinator (internally called an Administrative Coordinator) for a busy multidisciplinary Independent Medical Examination Centre.

The Administrative Coordinator will be responsible for scheduling assessments, booking associated services, and processing documentation. The role requires interaction with staff and clients in a fast-paced environment, maintaining professionalism and confidentiality. The ideal candidate is organized, flexible, proactive, resourceful, and efficient, with excellent communication skills, strong decision-making abilities, and attention to detail. They must enjoy supporting various key clients.

Schedule

Monday-Friday 9am-5pm EST

Responsibilities

1. Handle receipt of new referrals from various sources.
2. Review referrals for completeness, appropriateness, and determine if a CAT review is needed.
3. Input referral information into IME-Centric, add case notes, and archive emails per company policies.
4. Schedule examinations through IME-Centric for single and multiple assessments.
5. Schedule and confirm appointment dates with physicians' offices.
6. Communicate with clients regarding appointments, physician CVs, changes, no-shows, cancellations, and receipt of medical records.
7. Coordinate with clients to obtain medical records prior to examinations.
8. Review medical documents for conflicts of interest, confidentiality breaches, duplicates, and matching assessment requests.
9. Communicate with physicians, clients, and examinees about changes due to cancellations or rescheduling.
10. Coordinate ancillary services like interpretation, transportation, and exam site rentals, and handle cancellations/rescheduling.
11. Make reminder calls to examinees before assessments.
12. Confirm attendance, handle consent forms, and inform clients of no-shows.
13. Respond promptly to calls, emails, or faxes requesting report status or information.
14. Arrange lodging, transportation, and diagnostic tests as needed.
15. Assist with reception and report tracking when required.
16. Monitor work queues to ensure cases are followed up on.
17. Participate in training activities and perform other duties as assigned.

Qualifications

Education and Experience

• High school diploma or equivalent.
• Minimum one year clerical experience or equivalent education and experience.
• Experience in a medical office or insurance industry preferred.

Additional Qualifications

• Experience scheduling insurer examinations, including Catastrophic and Medico-Legal assessments.
• Proficiency with computers, fax, copier, scanner, and telephone.
• Knowledge of Microsoft Word, Outlook, Excel, and Internet.
• Typing speed of at least 40 W.P.M.
• Ability to follow instructions, respond accurately to management, and maintain accuracy and confidentiality.
• Strong communication skills, ability to work independently, prioritize tasks, and build positive relationships.
• Ability to work under pressure and maintain composure in volatile situations.
• Knowledge of SABS legislation and Atlantic Canada legislation is beneficial.
• Bilingual in French and English is an asset.

About Us

NYRC is a leading provider of independent medical assessments in Canada, serving legal, insurance, and employment sectors with unbiased medical reports and timely diagnoses. We are an Equal Opportunity Employer.