Intake Coordinator (6-Month Contract)

Disability Management Institute (DMI); Surrey, Barrie; Hybrid; CAD 42,000 - 45,000; Full time

Job summary

The Disability Management Institute (DMI) seeks an Intake Coordinator to collaborate with the Administration Team across Early Intervention, Disability Claims, Occupational Claims, and Claims Support Services. You will review applications for accuracy, ensure precise data entry for service setups, and electronically file documents received via fax or email in our systems.

This is a hybrid, 6-month contract based out of Surrey, BC or Barrie, ON, with 2 days per month in office.

Qualifications

• 1-2 years administrative experience in health, insurance, disability related field or new graduate.
• Competence in Microsoft Outlook, Word, and Excel.
• Administrative Post-Secondary Diploma or Degree an asset.

Responsibilities

• Monitor emails and faxes within the assigned administrative mailbox.
• Determine the file location/setup of new client files/services when required.
• Review information for inaccuracies or missing data and relay to the file owner.
• Review policy information to confirm insurance coverage for each new client file.
• Ensure guidelines are followed and data is accurately entered into the system.
• Name and file documentation using internal conventions and attach to the correct file.
• Respond to emails and voicemails.
• Provide coverage for incoming calls and assist other team members as needed.
• Perform additional administrative duties as required by leadership.
• Communicate professionally with outside contacts while respecting Privacy and Confidentiality policies.

Skills

Administrative experience

Microsoft Outlook

Microsoft Word

Microsoft Excel

Education

Administrative Diploma or Degree

Job description

At Disability Management Institute (DMI), we deliver innovative, end-to-end disability and absence management solutions that transform how employers support their teams. Since 2002, our experienced team of dedicated professionals have combined deep expertise with genuine care to create partnerships that benefit employees, employers, and stakeholders alike.

Our culture thrives on connection, collaboration, and respect. Open communication, team bonding, and a spirit of appreciation create an environment where you feel supported, valued, and empowered to bring your authentic self to work every day.

The Opportunity

The Intake Coordinator works collaboratively with DMI Administration Team members to provide administrative support to the DMI Early Intervention, Disability Claims, Occupational Claims, and Claims Support Services departments. Reviews application forms for accuracy and completion, as well as maintaining a high level of accuracy and efficiency in the required data entry during setup of services and ongoing support. Works to maintain and electronically file all documentation received by the fax and email in DMI’s various systems.

This is a hybrid and 6-month contract role based out of our office in Surrey, BC or Barrie, ON working 2days per month in office.

What You’ll Be Doing

• Responsible for monitoring emails and faxes within the assigned administrative mailbox on a consistent basis.
• Determine the appropriate file location/or setup of new client file/services when required along with assignment.
• Review information received and identify inaccuracies or missing information to relay to the individual assigned to the file.
• Review policy information to confirm insurance coverage for each new client file created.
• Ensures that guidelines are followed, so that all relevant file information from documents received are accurately charted and entered into the appropriate fields in the proprietary disability management system.
• Utilize internal naming conventions to appropriately name and file documentation as well as attaching the documentation to the appropriate file.
• Responds to all emails and voicemails received.
• Assists with providing coverage for incoming calls and other team members as needed.
• Any further administrative duties as deemed required by the leadership team.
• Communicates in a professional manner with all outside contacts, ensuring that only allowable information is released to recognized recipients by adhering to the requirements of the company’s Privacy Policy and the Confidentiality Policy.

What You Bring to the Team

• 1-2 years administrative experience in health, insurance, disability related field or new graduate.
• Competence in Microsoft Outlook, Word, and Excel
• Administrative Post-Secondary Diploma or Degree an asset.

You will succeed in this role if you are:

• Attentive to Detail – Ensuring a high-level of accuracy. Careful with data-entry and follows guidelines.
• Communicative – Speaks and writes clearly and articulately without being overly verbose or talkative. Maintains this standard in all forms of written communication, including Email. Lives up to verbal and written agreements. Communicates in a positive and respectful manner.
• Efficient – Able to produce significant output with minimal wasted effort.
• Organized & Planning – Plans, organizes, and schedules in an efficient, productive manner. Focuses on key priorities. Able to stay on track and meet deadlines. Does not let important details slip through the cracks or derail a project.
  

Compensation

At the time of this posting, the estimated annual base salary for this position is $42,000-$45,000. Individual compensation within this range is determined by factors such as job-related skills, relevant experience, and education/training. This range reflects the annual base salary only and does not encompass the comprehensive total rewards package that we proudly offer.

Belonging Starts Here

Diversity, inclusion, and belonging aren’t just programs at DMI; they are our foundation. We foster a safe, respectful, and inclusive workplace where everyone belongs and can thrive.If you need accommodation during any stage of the hiring process, please let us know! We’re here to help.