Intake and Workflow Coordinator

Medavie Inc.; Edmonton; On-site; CAD 40,000 - 60,000; Full time

Job summary

Medavie Inc. is seeking an Intake & Workflow Coordinator for an Edmonton, in-office role. This 6-month temporary position offers potential permanency, with both full-time and part-time schedules across days, evenings, and weekends.

Reporting to the Supervisor, Referral Team, you will manage referral file intake, validation, and routing to clinical reviewers, ensuring timely progression and adherence to service levels while maintaining confidentiality across patient data.

Qualifications

• Experience managing a high volume of referral files across multiple workflow stages.
• Strong organizational and prioritization skills.
• Attention to detail and ability to manage high-volume workloads.
• Process-oriented mindset and effective communication skills.
• Proficiency with databases and document management systems.

Responsibilities

• Receive, review, and process incoming referral files and supporting documentation.
• Identify missing, duplicate, incomplete, or misdirected submissions and follow up.
• Categorize and prioritize files according to procedures and priorities.
• Assign files to the appropriate reviewer based on workflow requirements.
• Ensure all incoming files meet intake requirements prior to entry into the workflow.
• Coordinate movement of files through each stage of the review process from intake to final disposition.
• Route files between clinic aids, physicians or nurse practitioners as required.
• Monitor file progression and escalate delays or bottlenecks as needed.
• Maintain accurate file tracking and status records and perform quality checks.

Skills

High-volume referral management

Organizational skills

Prioritization

Attention to detail

Process-oriented mindset

Written and verbal communication

Confidentiality

Database and file-tracking proficiency

Tools

Document management systems

Databases

Job description

Position Type: Casual - Occasionnel If you’re looking for a fulfilling career that can make a real difference in your life, and the lives of others, you’ve come to the right place. As a national health solutions partner, we put people first in everything we do — and that begins with our team of 8,000+ professionals who bring a cross-section of diverse life experiences and career expertise to Medavie. By collaborating and innovating together, our employees are creating industry-leading solutions in insurance, primary care and emergency medical services that impact millions of lives in Canada each year. Our mission is to improve the wellbeing of Canadians so that every life can be lived to the fullest — and it’s reflected in our award-winning culture. We celebrate individuality and value the diverse perspectives and skills our employees contribute. We go beyond providing competitive pay and comprehensive benefits to offer opportunities for personal and professional growth, flexible work options, meaningful experiences, and supportive leadership. Medavie is where employees can be their best selves, feel they belong, and achieve their full potential.

Job Location: Clinic Support Office Edmonton - In Office Job Type: 6 month temporary with possible permanent. Full Time and Part Time. Experience Level: Mid Level Schedule: Days, Evenings, and/or Weekends

Company Information

Looking to make a difference? Looking to join an incredible team? Medicentres is a growing network of professionally managed healthcare clinics dedicated to providing accessible healthcare to patients across Alberta, Saskatchewan, Manitoba, and Ontario. Regardless of your role, you will be an integral part of our customer-first team and are guaranteed to make an impact on the lives of Canadians. Medicentres is seeking to change the way healthcare is delivered in Canada by using technology to improve the patient experience. By choosing to belong at Medicentres, you will join a team of passionate, like-minded people enjoying a challenging and rewarding career in the ever-changing health care industry. It starts with you. That's a simple sentence but it says a lot. It reminds each one of us that what we do matters.

Job Purpose

Reporting to the Supervisor, Referral Team, the Intake & Workflow Coordinator serves as the central coordination point for the medical review referral process. This role is responsible for receiving, validating, tracking, and routing referral files to ensure they are complete, accurately assigned, and advanced efficiently through each stage of review, from initial receipt through to physician decision and final disposition. This position maintains workflow integrity, supports service level expectations, and acts as a central coordination point between administrative, clinical, and physician review functions.

Principal Responsibilities

• File Intake and Validation: Receive, review, and process incoming referral files and supporting documentation.
• Identify missing, duplicate, incomplete, or misdirected submissions and initiate appropriate follow-up.
• Categorize and prioritize files in accordance with established procedures, service standards, and operational priorities.
• Assign files to the appropriate reviewer based on workflow requirements and workload distribution.
• Ensure all incoming files meet defined intake and submission requirements prior to entry into the workflow.
• Workflow Management and File Routing: Coordinate the movement of files through each stage of the review process from intake to Q&A to final disposition.
• Route files between designated team members (clinic aids, physicians or nurse practitioners) as required.
• Monitor file progression and ensure timely advancement through all stages of review.
• Maintain awareness of file status and proactively address delays, bottlenecks, or workflow concerns.
• Escalate urgent, complex, or overdue files to the Program Supervisor as appropriate.
• Support adherence to defined turnaround times and service level expectations by actively monitoring workflow queues.
• Identify and elevate risks to service delivery, including volume surges, backlog growth, or resourcing constraints.
• Tracking and Quality Control: Maintain accurate file tracking and status records.
• Perform administrative quality checks to ensure files are complete, properly routed, and ready before files advance to the next stage.
• Verify that required documentation and decisions have been completed and received.
• Ensure consistency in file handling, tracking, and status updates across all stages of the workflow.
• Team Support and Communication: Serve as a central point of contact regarding file status and workflow progression.
• Liaise with team members to obtain information, clarification, or required documentation.
• Support efficient coordination between administrative, clinical, and physician review functions.
• Provide non-clinical coordination support to Clinical Aides/LPNs and physicians or nurse practitioners to ensure efficient file progression.
• Compliance and Confidentiality: Perform all intake, routing, and coordination activities using established processes and systems, without reliance on artificial intelligence (AI) for clinical interpretation or decision-making.
• Handle sensitive personal and medical information in accordance with privacy and security requirements.
• Adhere to established policies, procedures, and program standards.

Knowledge, Skills and Experience

• Experience managing a high volume of referral files across multiple workflow stages, requiring continuous monitoring, coordination, and prioritization to maintain service levels.
• Strong organizational and prioritization skills
• Attention to detail
• Ability to manage high-volume workloads
• Process-oriented mindset
• Effective written and verbal communication skills
• Ability to maintain confidentiality
• Proficiency with databases, document management systems, and file tracking tools
• Ability to identify workflow bottlenecks and escal ... issues appropriately

#CBM1 This posting is for an existing vacancy within our organization / Ce poste est actuellement vacant au sein de notre organisation.

The Base Pay range may vary depending on the successful candidate or other relevant job-related factors such as knowledge, skills, qualifications, experience and education/training. In addition to Base Pay, eligible Medavie employees may participate in various performance-based incentive programs. Payments under these programs are discretionary and subject to both individual and organizational results.

We believe our employees should reflect the communities we serve and welcome applications from candidates of all backgrounds. To provide the best experience possible, we will support you with accommodations or adjustments at any stage of the recruitment process. Simply inform our Recruitment team of your needs. We are committed to making sure recruitment, retention, advancement, and compensation are fair and accessible while following all relevant human rights and privacy laws. We appreciate everyone who has shown interest in this position. Only those selected for an interview will be contacted. While Medavie may use automated tools, including AI, to support application screening, candidates are expected to complete all recruitment interactions independently—without AI assistance—to ensure a fair and equitable process. If you experience any technical issues throughout the application process, please email: [e-mail].

We're recognized as one of Canada's best places to work and are a leading provider of health solutions and insurance for 1 in 10 Canadians. Full careers. Full lives.

Medavie is a national health solutions partner and innovative leader in healthcare delivery, benefits management, health management, and primary care. Backed by the strength of a team of 8,500+ professionals from coast to coast, we’re committed to improving the wellbeing of Canadians so that every life can be lived to the fullest.

Medavie provides all-in-one private health insurance, public health administration, emergency medical services as Canada's largest contracted provider, as well as primary care, community health, mental health and addictions solutions, medical communications, and clinical training.

As a not-for-profit organization, Medavie is one of Canada’s Top 100 Employers, certified by Imagine Canada for philanthropy and community engagement, and Rainbow Registered as an organization that champions diversity, equity, and inclusion.