Client Coordinator (33258)

ExamWorks, Inc.; Rancho Cordova (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

ExamWorks, Inc. is seeking a Client Coordinator to be the primary contact for clients, attorneys, physicians, and representatives.

You will manage high-volume caseloads, coordinate IMEs and record reviews, and oversee the lifecycle of client cases with precise data and timely communication. The role requires exceptional customer service, keen attention to detail, and strict adherence to HIPAA, regulatory, and company standards.

Qualifications

• Education: High school diploma or equivalent required.
• Experience: Minimum of 1 year clerical experience preferred.
• Preferred background: Personal injury, insurance, legal, medical, or IME services familiarity.
• Certifications: No specific certificates required.

Responsibilities

• Respond to inquiries from clients, attorneys, and representatives.
• Coordinate IMEs and record reviews and update databases.
• Resolve customer complaints and QA issues, escalating when needed.
• Route inbound calls to appropriate departments.
• Enter, retrieve, and verify client data.
• Organize, file, and archive case files.
• Perform day-to-day clerical tasks including typing, emailing, and proofreading.
• Track workflow with QA department and ensure timely statuses.
• Ensure compliance with HIPAA and company policies.

Skills

Customer service

Attention to detail

HIPAA compliance

Communication

Multitasking

Organization

Confidentiality

Teamwork

Adaptability

Quality focus

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

As a Client Coordinator, you will be the primary point of contact for clients, attorneys, physicians, nurses, and client representatives. You will manage high-volume caseloads, coordinate Independent Medical Examinations (IMEs) and record reviews, and oversee the entire lifecycle of client cases through accurate data entry, diligent tracking, and timely communication. Success in this role requires exceptional customer service, sharp attention to detail, and strict adherence to HIPAA, regulatory, and company standards.

WHAT YOU WILL DO

Client, Legal & Provider Coordination

• Respond to Inquiries: Promptly address questions, report status updates, and general information requests from clients, attorneys, and representatives.
• Coordinate Cases & Providers: Schedule and coordinate IMEs and record reviews, contact medical providers for assignments, and update databases with real-time progress.
• Resolve Issues: Assist in resolving customer complaints and quality assurance issues, escalating complex report concerns to management as needed.
• Route Communications: Direct incoming calls to the appropriate departments efficiently.

Data Management & Documentation

• Maintain Databases: Enter, retrieve, and verify client and claimant data to ensure all contact details and client-specific rules are accurately documented.
• Manage Case Files: Organize, file, and archive both open and closed cases thoroughly.
• Administrative Support: Perform day-to-day clerical tasks including typing, emailing, and proofreading correspondence and reports.

Quality, Compliance & Teamwork

• Track Workflow: Communicate daily with the Quality Assurance (QA) department to monitor workflow and pending report statuses.
• Collaborate on Deadlines: Work both independently and alongside team members to ensure questions are documented and cases are returned on time.
• Ensure Compliance: Carry out all practices in strict accordance with HIPAA, company policies, and state and federal safety and legal regulations, as well as other duties as assigned.

IME (Independent Medical Exams)
Medical Office
Medical Assistant
Medical Clerk
Front Desk
Medical Receptionist
Medical Office Assistant

Qualifications

WHAT WE ARE LOOKING FOR

Education & Experience

• Education: High school diploma or equivalent required.
• Required Experience: Minimum of 1 year of clerical experience (or an equivalent combination of education and experience) preferred.
• Preferred Background: Prior experience in personal injury, insurance, legal, medical, or IME services; familiarity with medical and legal terminology; experience working with clients, attorneys, and medical providers in a fast-paced, deadline-driven environment.
• Certifications: No specific certificates, licenses, or registrations required.

Technical & Communication Skills

• Software & Typing: Proficiency in Microsoft Office (Word, Outlook, Excel) and internet navigation, plus a minimum typing speed of 40 WPM.
• Office Equipment: Complete working knowledge of general computers, telephones, scanners, copiers, and fax machines.
• Reading & Writing: Ability to read, analyze, and interpret common correspondence, medical records, and legal contracts; ability to write clearly and proofread your own work for proper spelling and grammar.
• Professional Presence: Ability to communicate effectively one-on-one or in small groups, responding professionally to customers, physicians, regulatory agencies, and business partners.

Core Competencies

• Organization & Multitasking: Proven ability to manage high-volume caseloads, prioritize tasks, and use time efficiently.
• Quality & Accuracy: Strong commitment to thoroughness, monitoring your own work, and taking initiative to suggest process improvements.
• Adaptability & Composure: Ability to stay focused under heavy distractions, work well under pressure, and adapt smoothly to delays or unexpected changes.
• Confidentiality & Teamwork: High integrity in maintaining strict confidentiality while fostering a positive, team-oriented environment and following management direction.