Intake Coordinator

Direct IME; Calgary; On-site; CAD 42,000 - 54,000; Full time

Job summary

Direct IME in Calgary, Alberta is seeking a full-time Intake Coordinator to manage referrals from receipt through scheduling and confirmation of attendance.

Responsibilities include intake, data entry, reviewing medical documents, coordinating with physicians' offices, arranging travel as needed, and maintaining confidentiality while handling high call volumes.

Qualifications

• High school diploma or equivalent required.
• Experience in a medical or legal office preferred.
• Ability to handle multiple phone lines with heavy call volume.

Responsibilities

• Handle intake of referrals from receipt to scheduling and confirmation.
• Input referral information into IME-Centric, add case notes, archive emails.
• Schedule examinations and coordinate with physicians' offices and clients.
• Communicate appointment changes, no-shows, and document receipt.
• Maintain confidentiality and process medical records and documents.

Skills

Phone handling

Data entry

Confidentiality

Communication

Time management

Education

High school diploma or equivalent

Tools

IME-Centric

MS Office

Job description

Direct IME is looking for a full-time Intake Coordinator to join our team!The Intake Coordinator handles all aspects of a referral from receipt of referral through scheduling, to on to confirming attendance. Duties include, but not limited to, intake, scheduling, review of medical documents, customer service, data entry, telephone duties, and clinic coverage.The schedule is Monday to Friday 9:00 am to 5:00 pm MSTESSENTIAL DUTIES AND RESPONSIBILITIES:Handles the Intake of new referrals of various types from a variety of sourcesReviews for complete information, appropriateness of assessor requested for benefits in question, determine if CAT review is requiredInputs referral information into IME-Centric, adding case notes and archives emails in IME-Centric per Company policiesSchedules examinations through IME Centric for single and multiple assessmentsSchedules and confirms appointment dates and times with physicians' officesCommunicates with clients regarding appointment scheduling, physician CV's, appointment changes, no shows, cancellations, and receipt of medical records and/or images. Communicate with examinee as required by the client.Coordinates with the client to obtain required medical records prior to examinationReviews medical documents to check for conflict of interest, breaches in confidentiality, remove duplicates and confirm 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 reschedulingCoordinates 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 cancellationMake reminder calls to examinees in advance of the assessment dateConfirms if examinee has attended assessment and requests consent forms. Inform client of any no shows and ask for direction.Handles and responds promptly to incoming calls, e- mails or faxes from physicians or clients requesting report status and/or informationAssists with clinic coverage as requiredArrange 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 standardsParticipate in various educational and or training activities as requiredOther duties as assignedEDUCATION AND/OR EXPERIENCEHigh 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.QUALIFICATIONSAbility to handle multiple phone lines with heavy call volume.Ability to operate computer, fax, copier, scanner, and telephoneMust be able to type a minimum of 35 W.P.M.Ability to follow instructions and respond to upper managements’ directions accuratelyDemonstrates 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.ABOUT US: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