Medical Administrative Coordinator

NYRC - Serving Canada's IME Needs; Toronto; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Medical Administrative Coordinator to join their dynamic team. This role involves managing the scheduling of medical assessments, ensuring efficient communication between clients and healthcare providers, and maintaining high standards of confidentiality and professionalism. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills and the ability to work under tight deadlines. If you are proactive, detail-oriented, and passionate about supporting healthcare services, this opportunity could be the perfect fit for you.

Qualifications

• Must possess strong communication skills and the ability to work independently.
• Experience in scheduling and managing appointments in a medical environment preferred.

Responsibilities

• Schedule assessments and manage documentation for medical examinations.
• Communicate effectively with clients and physicians regarding appointments.
• Ensure confidentiality and accuracy in handling sensitive information.

Skills

Expert communication skills

Decision-making ability

Attention to detail

Organizational skills

Ability to work under pressure

Bilingual (French and English)

Education

High school diploma or equivalent

One year clerical experience

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

IME-Centric software

Job description

Overview

We are looking for a skilled Medical Administrative Coordinator (internally calls an Administrative Coordinator) for a busy multidisciplinary Independent Medical Examination Centre.

The Administrative 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 9am-5pm EST.

Qualifications

Education and/or Experience:

• High school diploma or equivalent required.
• Minimum one year clerical experience; or equivalent combination of education and experience preferred.
• Experience in a medical office or insurance industry preferred.

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 and Atlantic Canada legislation beneficial.
• Bilingual in French and English an asset.

Responsibilities

• Handles the receipt 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.
• 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.
• 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.
• 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.
• Arranges lodging and or transportation for out-of-town examinees, assists with directions, etc. Arranges for diagnostic tests as required.
• Assists with reception and report tracking coverage when 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.
• Other duties as assigned.