Medical Documents Coordinator (32886)

IME RESOURCES LLC; Vaughan; On-site; CAD 38,000 - 48,000; Full time

Job summary

SOMA Medical Assessments is hiring an entry-level Medical Documents Coordinator in Vaughan. Mon-Fri, 8:00 AM–4:30 PM, with duties including greeting visitors, handling and routing medical documents, and maintaining case management systems. High emphasis on accuracy, confidentiality and efficient workflow.

The role suits applicants with strong English communication skills and familiarity with office software; medical industry experience is a plus but not required. Training provided.

Qualifications

• Must have strong English language communication skills, both written and verbal.
• Proficient with Microsoft Word, Outlook and Excel; able to manage PDFs and web resources.
• Ability to follow instructions, maintain confidentiality and work independently.

Responsibilities

• Greet visitors and direct them appropriately.
• Update case management system on receipt of medical documents.
• Scan/upload, download and organize documents by assessment date.
• Follow up with clients for outstanding documents.
• Review referral questions and forms to ensure required documents are available for assessors.

Skills

MS Word

Outlook

Excel

PDF software

Typing

English language

Confidentiality

Time management

Tools

Scanner

Copier

Fax

Telephone

General computer

Job description

This is an entry-level position with SOMA Medical Assessments. We take our work seriously, but we also recognize that our success is dependent on the enjoyment, commitment and satisfaction of our staff. To that end, our leadership team promotes a culture of positivity and collaboration. We value feedback from team members and encourage staff to be creative and innovative, supporting the personal and professional growth of all employees.

This is a full time role. The hours of this position are Monday - Friday 8 AM-4:30 PM.

The Medical Documents Coordinator is responsible for processing, sorting and distributing medical briefs for Independent Medical Evaluations (IME), both electronically and in hard copy. The role requires strong multi-tasking, computer and organizational skills, as well as the ability to work quickly and efficiently. Strong written and verbal English language communication skills and an excellent command of the English language are required. Industry experience is not required, but familiarity with medical and/or insurance documentation is definitely a plus.

RESPONSIBILITIES

• Greet visitors and direct them appropriately.
• Update case management system upon receipt of medical documents.
• Scan/upload /download medical documents prioritized based on assessment date.
• Follow up with clients for outstanding documents.
• Review referral questions and OCF forms to ensure the appropriate documents are available for assessors.
• Process medical documents to PDF format in accordance with standard operating procedures.
• Check documents for duplicates and privacy breaches.
• Conduct conflict of interest checks.
• Monitor departmental queues to prioritize workload and meet timelines per departmental expectations.
• Cover clinic as assigned, greeting and signing in claimants, assessors and interpreters, and ensuring required consents are signed and witnessed.
• Scan and archive completed consent packages and associated documents.
• Perform additional clerical duties such as typing, filing, and scanning as required.
• Print and send documents by courier as required.
• Maintain office supplies inventory and requests orders when needed.
• Promote effective and efficient utilization of office resources and supplies.
• Support staff in assigned project based work.
• Participate in various educational and or training activities as required.
• Perform various duties as assigned.

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, PDF software, and the Internet.
• Demonstrates efficient keyboarding skills.
• Ability to follow instructions and respond to managements directions accurately.
• Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.
• Demonstrates ability take ownership of work.
• Must demonstrate strong English language 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 all stakeholders and staff.
• Must be able to stay focused and concentrate under normal or heavy distractions.
• 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.

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ABOUT US

SOMA provides independent medical evaluation and related services to property and casualty insurers, group disability insurers, employers, law firms, and government agencies. Clients utilize our services to facilitate fair and equitable claims settlements and enhance their risk mitigation processes. Our services are available throughout Canada. Regulatory compliance and oversight authenticated by independent third-party auditors assures clients of the integrity of our process controls.

SOMA 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.