Intake Coordinator

Direct IME, Corp.; Toronto; On-site; CAD 45,000 - 65,000; Full time

Job summary

NYRC is seeking a skilled Intake Coordinator to manage scheduling of assessments and booking of related services in a fast-paced, confidential environment. The role involves processing documentation, communicating with staff and clients, and ensuring accuracy across IME-Centric systems.

The ideal candidate will be exceptionally well organized, handle tight timelines, and demonstrate expert written and verbal communication.

Qualifications

• High School Diploma required; post-secondary education recommended.
• Experience scheduling insurer’s examinations, including Catastrophic Determination and medico-legal assessments.
• Proficient with Word, Outlook, Excel and Internet.
• Qualified typist with minimum 40 WPM.
• Strong communication, confidentiality and time-management skills.
• Ability to work independently and under tight timelines.

Responsibilities

• Schedule assessments and coordinate services using IME-Centric.
• Input referrals, add case notes, and archive emails per Company policies.
• Coordinate with clients on appointments, changes, no-shows and records.
• Arrange interpretation, chaperones, transportation, and site rentals as needed.
• Monitor work queues and ensure timely follow-up per standards.
• Assist with lodging/transport for out-of-town examinees when required.

Skills

Communication

Time management

Confidentiality

Attention to detail

Customer service

Multitasking

Education

High School Diploma

Post-secondary education preferred

Tools

IME-Centric software

Microsoft Word

Outlook

Excel

Internet

Job description

NYRC is growing! We are looking for a skilled Intake Coordinator for a busy multidisciplinary Independent Medical Examination Centre.The Intake Coordinator will be responsible for scheduling of assessments and booking of associated services, as well as the processing of documentation. The ability to interact with staff and clients in a fast paced environment, with a high level of professionalism and confidentiality is crucial to this role. The ideal individual has the capacity to work well under tight timelines while remaining flexible, proactive, resourceful and efficient. Expert level written, verbal and communication skills are required, as well as, a strong decision making ability and attention to detail. This person must be exceptionally well organized, flexible and enjoy the challenges of supporting a variety of key clients.The schedule for this role is Monday-Friday 9:30am-5:30pm EST.ESSENTIAL 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 date if requiredConfirms 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 informationArrange 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 requiredEDUCATION AND/OR EXPERIENCEHigh School Diploma requiredPost-secondary education recommendedQUALIFICATIONS:Prior experience scheduling Insurer’s Examinations, including Catastrophic Determination and Medico-Legal assessmentsMust possess complete knowledge of general computer, fax, copier, scanner, and telephone.Must be knowledgeable of multiple software programs, including but not limited to Microsoft Word, Outlook, Excel, and the Internet.Must be a qualified typist with a minimum of 40 W.P.M.Ability to follow instructions and respond to Management’s directions accurately.Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.Must take ownership of workMust demonstrate strong 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 have the desire and ability to build positive relationships with customers, vendors and all internal staff.Must have a strong sense of urgency and be able to work well under tight timelines and/or stressful conditions.Demonstrates ability to practice calmly in volatile situationsWorking knowledge of the SABS legislationABOUT US:NYRC is one of Canada’s leading providers of independent medical assessments for a reason: your goal is our goal. At IMA Solutions 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.NYRC 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.