Intake Coordinator: Medical Assessments Scheduling

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

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.