Intake Coordinator (32591)

Job DetailsJob Location: Vaughan, ON L4K 0C5Position Type: Full TimeSalary Range: $22.50 - $24.50 HourlyTravel Percentage: NoneSOMA Medical Assessments is looking for a full-time Intake Coordinator to join our team! The Intake Coordinator handles all aspects of a referral from receipt of referral through scheduling, to on to confirming attendance. Duties include, but not limited to, intake, scheduling, review of medical documents, customer service, data entry, telephone duties, and clinic coverage. This is a full time role. The hours of this position are Monday - Friday 8:00am-4:30pm or 9:00am-5:30pm (including a half-hour unpaid lunch). RESPONSIBILITIES: Handles the Intake 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 Communicates with examinee as required by the client, to confirm appointments 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 Confirms if examinee has attended assessment and requests consent forms. Informs client of any no shows and ask for direction. Handles and responds promptly to incoming calls, emails or faxes from physicians or clients requesting report status and/or information Assists with clinic coverage as required Arrange lodging and or transportation for out-of-town examinees, assists with directions, etc. Arranges for diagnostic tests as 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 QualificationsEDUCATION AND/OR EXPERIENCE High school diploma or equivalent required. A minimum of one year related experience; or equivalent combination of training and experience. Experience in a medical office preferred. 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, 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 be able to stay focused and concentrate under normal or heavy distractions. 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 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 and internationally in the U.S., the United Kingdom, and Australia. 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.

The Intake Coordinator manages the full lifecycle of medical referrals, including scheduling appointments, coordinating ancillary services, and maintaining communication with clients and physicians. They are also responsible for reviewing medical documents for accuracy and ensuring all administrative tasks are completed according to company standards.

Candidates must have a high school diploma or equivalent and at least one year of related experience, preferably in a medical office setting. Proficiency in Microsoft Office software and a typing speed of at least 40 W.P.M. are required.

• Time managementPreferred
• Customer servicePreferred
• Problem solvingPreferred
• Attention to detailPreferred
• Microsoft ExcelPreferred
• Data entryPreferred
• Microsoft WordPreferred
• Microsoft OutlookPreferred

Identified from the job description. Confirm important requirements above.

• Scheduling
• Data entry
• Customer service
• Medical documentation review
• Telephone communication
• Clinic coverage
• Microsoft Word
• Microsoft Outlook
• Microsoft Excel
• Typing
• Time management
• Conflict resolution
• Attention to detail
• Confidentiality
• Problem solving
• Ancillary Medical Services
• Mental Concentration
• Chaperoning
• Risk Mitigation
• Auditing
• Management
• Medical Records
• Customer Service
• Communication
• Regulatory Compliance
• Data Entry
• Medical Office Procedures
• Setting Appointments
• Prioritization

• Administrative
• Healthcare
• Customer Service & Support
• Intake Coordinator
• Registrar / Patient Service Representative
• Health Care Assistants
• Patient Representatives
• Health Technologists and Technicians, All Other

Minimum education

High school

Minimum experience

0+ years

Posting language

English

Working hours

40 hours per week