Medical Administrative Coordinator

North York Rehabilitation Centre; Toronto; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a detail-oriented Medical Administrative Coordinator to join their busy Independent Medical Examination Centre. This role involves managing the scheduling of assessments, processing documentation, 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 prioritize effectively. If you are proactive, resourceful, and enjoy supporting a diverse range of clients, this opportunity offers a dynamic work atmosphere where your contributions will be valued and impactful.

Qualifications

• Minimum one year clerical experience or equivalent combination of education.
• Must possess expert level written and verbal communication skills.

Responsibilities

• Schedule assessments and manage appointment confirmations with physicians.
• Handle incoming referrals and ensure all documentation is complete.
• Communicate effectively with clients regarding appointment details.

Skills

Communication Skills

Decision-Making

Organizational Skills

Confidentiality

Flexibility

Time Management

Bilingual (French and English)

Education

High School Diploma

Clerical Experience

Experience in Medical Office

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

IME-Centric Software

General Office Equipment

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. 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.
• 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.