Intake Coordinator (33113)

NYRC; Toronto; On-site; CAD 29,000 - 34,000; Full time

Job summary

NYRC is seeking an Intake Coordinator in Toronto to manage referrals, schedule exams, and ensure accompanying documentation is complete and secure. The role requires strong organization, discretion, and professional communication in a fast-paced environment.

The position supports timely assessments while coordinating with doctors, clients, and insurers, with a Monday–Friday schedule and EST hours. Prior IME experience is preferred, and confidentiality is essential.

Qualifications

• High School Diploma required.
• Post-secondary education recommended.
• Experience scheduling Insurer’s Examinations, incl. Catastrophic Determination and Medico-Legal assessments.
• Proficient with Word, Outlook, Excel; Internet.
• Typing speed 40 WPM.
• Follow instructions and management directions accurately.
• Maintain confidentiality at all times.
• Strong communication and organizational skills.
• Ability to work independently under tight timelines.

Responsibilities

• Handles intake of new referrals from various sources.
• Reviews for complete information and assessor appropriateness; determines CAT review.
• Inputs referral information into IME-Centric, adds case notes and archives emails.
• Schedules examinations through IME-Centric for single or multiple assessments.
• Schedules and confirms appointment dates and times with physicians’ offices.
• Communicates with clients regarding scheduling, physician CVs, changes, no-shows, and medical records.
• Coordinates with clients to obtain required medical records prior to examination.
• Reviews documents for conflicts of interest, confidentiality; removes duplicates.
• Moves cases to appropriate queue to forward documents to the assessor.
• Communicates with physicians/clients/examinees regarding changes due to cancellation.
• Coordinates ancillary services (interpretation, chaperones, transportation, site rentals).
• Makes reminder calls to examinees before assessments.
• Confirms attendance and handles consent forms.
• Responds promptly to calls, emails or faxes for report status.
• Arranges lodging and transportation for out-of-town examinees.
• Monitors work queues to ensure timely follow-up.
• Participates in training activities as required.

Skills

Scheduling

Medical terminology

Communication

Confidentiality

Multi-tasking

Time management

Attention to detail

Education

High School Diploma

Post-secondary education

Tools

Microsoft Word

Outlook

Excel

IME-Centric

Fax

Job description

Intake Coordinator (33113)# Intake Coordinator (33113)Toronto, ON M2J 4Y1## OverviewSalary Range$21.00 - $25.00 HourlyPosition TypeFull TimeTravel PercentageNone## DescriptionNYRC 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 sources* Reviews for complete information, appropriateness of assessor requested for benefits in question, determine if CAT review is required* Inputs referral information into IME-Centric, adding case notes and archives emails in IME-Centric 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. Communicate 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, 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 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* Make reminder calls to examinees in advance of the assessment date if required* Confirms 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 information* Arrange 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* Participate in various educational and or training activities as required## Qualifications**EDUCATION AND/OR EXPERIENCE*** High School Diploma required* Post-secondary education recommended**QUALIFICATIONS:*** Prior experience scheduling Insurer’s Examinations, including Catastrophic Determination and Medico-Legal assessments* Must 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 work* Must 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 situations* Working knowledge of the SABS legislation**ABOUT 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.