Intake Coordinator (33163)

Medylex; Toronto; On-site; CAD 30,000 - 34,000; Full time

Job summary

Medylex in Toronto, ON is seeking an Intake Coordinator to manage referrals from receipt through scheduling and confirmation. The role is onsite, with hours 8-4 or 9-5, Monday to Friday, and involves intake, appointment scheduling, data entry, and client communication.

The ideal candidate has a high school diploma, 1+ year of related experience, and proficiency with Word, Outlook, Excel. Strong communication and confidentiality are essential to succeed in this role.

Qualifications

• Must have a high school diploma or equivalent and one year of related experience or equivalent training.
• Proficient with general office software including Word, Outlook, Excel; fast typing (≈40 WPM).
• Ability to maintain confidentiality, communicate clearly, and manage time effectively.

Responsibilities

• Handle intake of referrals and schedule examinations with physicians' offices.
• Review information for completeness and coordinate with clients about appointments.
• Enter data, maintain case notes, and archive emails per company policy.
• Coordinate lodging, travel, and room rentals for travel examinees and assessors.
• Communicate changes, cancellations, or résumés with all stakeholders; ensure follow-up.

Skills

Strong communication

Typing 40 WPM

Time management

Attention to detail

Confidentiality

Ownership of work

Reliability

Education

High school diploma or equivalent

Tools

Microsoft Word

Outlook

Excel

Internet

Job description

Intake Coordinator (33163)# Intake Coordinator (33163)Toronto, ON M4P 1M5## OverviewSalary Range$22.00 - $25.00 HourlyPosition TypeFull Time## Description**Medylex** is looking for a detail oriented **Intake** Coordinator to join our team onsite!**The Intake Coordinator** handles all aspects of a referral from receipt of referral through scheduling, 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 8-4pm, or 9-5pm.****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 adding case notes and archives emails in IME-Centric per Company policies.* Schedules examinations 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, 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, assistants, clients and/or examinees regarding any changes due to cancellation or rescheduling.* Coordinates ancillary services such as chaperones, and/or exam site rentals when needed. Ensures the appropriate steps are taken to cancel and/or reschedule services upon appointment change or cancellation.* Confirms if examinee has attended assessment and requests consent forms. Inform client of assessment status and ask for direction.* Handles and responds promptly to incoming calls, e- mails or faxes from physicians, assistants or clients requesting report status and/or information.* Assists with clinic coverage as required.* Arrange lodging and or transportation for out-of-town examinees, assists with directions, etc.* Arranges Virtual Assessments Nationally, arranges room rental.* Arranges Trial coordination, flights, and hotels for travelling assessors.* 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.* Other duties as assigned.## QualificationsEDUCATION AND/OR EXPERIENCE* High school diploma or equivalent required.* A minimum of one-year-related experience; or equivalent combination of training and experience.* Experience in a medical office preferred.QUALIFICATIONS* 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 be able to stay focused and concentrate under normal or heavy distractions.* Must have a strong sense of urgency and be able to work well under tight timelines and/or stressful conditions.* Must possess the ability to manage change, delays, or unexpected events appropriately.* Demonstrates reliability and abides by the company attendance policy.* Demonstrates flexibility.* Must maintain a professional and clean appearance at all times consistent with company standards.* Demonstrates ability to practice calmly in volatile situations**ABOUT US**Medylex was born from a vision to create a reliable resource for unbiased medical opinions. With just two assessors—a General Practitioner and a Chiropractor—our journey began. Since then, we have grown into a dedicated team of over 30 physicians, offering a wide range of services across multiple locations in Ontario and extending our reach to Alberta, British Columbia, and New Brunswick. Our commitment to excellence and continuous improvement drives us to enhance our services, ensuring that we meet the evolving needs of our clients.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.Medylex