Service Coordinator

3 weeks ago

Vancouver, Canada Integra Medical Consulting Inc. Full time

**About us**:
At Integra we guide and connect medical, health, insurance, human resources, labour relations, social service, education, and legal professionals to achieve positive, evidence-informed outcomes to move people forward.

There are 4 key values that drive our success as an organization:

- **Integrity** is at the core of everything we do. We value honesty and prioritize building trust with both our team members and stakeholders.
- **Transparency** is our foundation. We prioritize safety and clarity in navigating to the right path. We hold ourselves accountable to our clients and each other.
- **Credibility** is key at Integra. We welcome growth and challenge ourselves to improve daily. We foster and build expertise no matter the role we are in.
- **Community** is vital to us. We share laughter and champion equality, actively working towards equity in the spaces we operate and within our team.

**This opportunity**:
As our Service Coordinator, you’ll provide administrative support for all front-end operations. Supporting our client intake, scheduling management, medical documentation management and general reception and operations support, you will specifically complete consent and intake processes, conduct general reception duties, handle a multitude of documents and inquiries, and support all administrative departments.
- **This role will eventually be a hybrid role between in office 4 days per week and from home 1 day per week however will start as a five day per week in office position. **_
- The individual must be physically located in 50 km proximity to the Vancouver office. Hours of work will be adjusted between 6:30 am and 6:30 pm Tuesday to Saturday. Occasional adjustments may be made by mutual agreement with pay in accordance with employment standards or time off in lieu._

**Responsibilities**:

- **Reception, Chaperoning, & Medical Professional Assistance (60%)**_
- Notify staff and assessors of late or no-show examinees.
- Organize and maintain examining rooms throughout the day.
- Complete chaperoning duties as assigned or required (female)
- Scan and upload records, consents, and forms.
- Prepare charts and materials for medical professionals.
- Answer and direct phone call inquiries as required.
- Conduct office opening/closing procedures and room allocation.
- Order and maintain office and kitchen supplies.
- Provide administrative support to other departments, as necessary.
- **Document & Scheduling Support as required (20%)**_
- Coordinate incoming and outgoing mail, faxes, and other correspondence.
- Check mail from the mailbox every morning and distribute to the departments.
- Receive, scan, and upload medical records to the system.
- Communicate with clients with respect to consents, intake forms and other matters.
- Ensure organization and completeness of files for all examinations.
- Identify and correct misinformation in the electronic chart by reviewing the letter of instruction for names, dates, and other pertinent information.
- Flag potential date and other conflicts to the intake and/or reports team for handling.
- Remove duplication in records and ensure an up-to-date chart is on file.
- Export, update, and print days sheets for each week.
- **Reports Support/Coordination as required (20%)**_
- Receive, transmit and annotate database with voice files, drafts, and final copies.
- Upload and download dictations and send to transcription companies.
- Monitor transcription company turn around and follow up, as necessary.
- Escalate edit queries to team lead and/or medical professional as required.
- Monitor reports due spreadsheet for impending deadlines, communicate deadlines to clients and/or medical professionals and escalate potential concerns to team lead.
- Coordinate scheduling of teleconferences between parties
- Open addenda and other service types and coordinate with the medical professional
- Track all activities in the system.
- Provide medical professional invoices to accounting department.
- **Other Duties as Assigned**_

**Requirements for this role**:

- Experience in a fast-paced administrative position
- Experience working with Office 365
- A demonstrated history of dedication and hard work, setting and maintaining high standards for personal and team performance
- Ability to manage time effectively to meet deadlines and fulfill objectives, demonstrating integrity by not cutting corners and maintaining confidentiality when necessary
- Strong written and verbal communication skills, maintaining professionalism in all forms of communication
- Strong collaboration skills to effectively work with colleagues and supervisors to achieve common goals, upholding commitments and agreements even in challenging situations
- Takes ownership of tasks, pays close attention to important details, and demonstrates determination and perseverance in completing tasks
- Adaptability. You can quickly adapt to changing priorities and environments, stay calm under pressure, a

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