About Beam Radiology

At Beam Radiology, we believe exceptional organizations are built by exceptional people. We hire for character, intelligence, curiosity, integrity, judgment, and work ethic. Technical skills can be taught. Initiative, ownership, and a commitment to excellence cannot. Beam Radiology is committed to delivering exceptional patient care while advancing physician education, research, healthcare innovation, and operational excellence.

The Opportunity

The Clinical Assessment Program Coordinator serves as the central administrative resource for the Clinical Assessment Program, coordinating all scheduling, reporting, and workflow functions to ensure seamless patient care and operational efficiency. Working closely with physicians, physiotherapists, nursing, research and booking staff, the coordinator manages the full assessment cycle, from referral intake and appointment preparation through report completion, distribution, and billing readiness, across electronic medical records (EMRs), scheduling, and productivity software.

Key Responsibilities

Program and Workflow Coordination Manage assessment-related correspondence through multiple systems (Teams, email, EMRs etc), including internal communication, incoming and outgoing communication to patients or referrers. Ensure scheduling consistency across EMRs, scheduling software, and personal calendars as appropriate. Identify and work to reconcile issues related to these by engaging appropriate stakeholders. Proactively identify and resolve/escalate issues such as understaffing or scheduling conflicts Support or independently create and maintain supporting documentation including patient assessment packages, tracking lists, EMR maintenance, SOPs etc., as appropriate. Complete support tasks daily such as printing schedules and assessment materials, managing inflow of internal communication related to booking/scheduling, and assessment team management coordination. Verify appointment accuracy, including patient demographics, referral information, requisitions, notes, and rebooking requirements, facilitating these bookings personally or through booking staff as appropriate. Provide guidance and direction to booking staff to ensure appropriate completion and prioritization per approved SOPs, and communication to assessment or booking leads as appropriate. Verification of report completion, distribution, and billing readiness. Ensuring continuity of patient record between EMRs. Coordinate diagnostic imaging prior to and following assessment appointments.

Communication & Referral Management

Manage Clinical Assessments and Rapid Assessments email inboxes, including patient inquiries, voicemail follow-up, and urgent assessment requests. Process and distribute prescriptions, referrals, and supporting documentation to external providers and facilities. Participate in program meetings and operational planning discussions. Manage patient concerns and complaints related to assessment services, escalating issues as appropriate.

Quality Assurance & Program Oversight

Ensure all completed assessments meet reporting and billing requirements. Monitor workflow efficiencies, identify process improvements, and support implementation of workflow changes. Maintain accurate, complete, and confidential patient records in accordance with privacy legislation and organizational policies. Serve as the primary administrative resource for assessment program operations.

Qualifications

Post-secondary education in medical office administration, health administration, or a related field, or an equivalent combination of education and experience. Minimum 2–3 years of experience in a medical office, clinic coordination, or healthcare administrative role; experience in a multi-provider or specialty clinic environment is an asset. Proficiency with EMR systems and clinical scheduling platforms (e.g., QGenda); familiarity with RIS/PACS systems is an asset. Strong working knowledge of Microsoft Office, including Outlook, Teams, and Excel. Understanding of medical terminology, referral processes, and health information privacy requirements.

Key Competencies

Exceptional organizational skills and attention to detail, with the ability to manage competing priorities in a fast-paced clinical environment. Clear, professional communication with physicians, allied health professionals, staff, patients, and external providers. Proactive problem-solving and sound judgment when resolving scheduling conflicts and patient concerns. Discretion and professionalism in handling confidential patient information. Team-oriented approach with the ability to provide direction and support to booking staff.

Working Conditions / Role Expectations

This is an onsite role in a busy clinical setting, with frequent communication between patients, physicians, allied health professionals, booking staff, and internal teams. The role requires strong organization, attention to detail, and comfort working across several systems, including EMRs, scheduling tools, Teams, email, and phone. Priorities may shift throughout the day, so the Coordinator must be able to adapt to changes in schedules, staffing, patient needs, and clinical priorities. The Coordinator is expected to be proactive, collaborative, and comfortable escalating issues when support or direction is needed.

To apply, please include a cover letter and CV outlining your skills and what sets you apart from other applicants.