Intake Coordinator

2 weeks ago

Vancouver, Canada IMA Solutions Full time

Intake Coordinator - Medical Assessments

**SUMMARY**

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.

**EDUCATION 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.

**CERTIFICATES, LICENSES, REGISTRATIONS**

No specific requirements.

**ESSENTIAL DUTIES AND RESPONSIBILITIES TO PERFORM THIS JOB SUCCESSFULLY INCLUDE, BUT ARE NOT LIMITED TO THE FOLLOWING**:

- 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
- 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. Communicate with examinee as required by the client.
- 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
- Confirms if examinee has attended assessment and requests consent forms. Inform client of any no shows and ask for direction.
- Handles and responds promptly to incoming calls, e
- mails 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

**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 undertight 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.
- Demonstrates ability to practice calmly in volatile situations

**LANGUAGE SKILLS - Spoken & Written command of the English language is required.**
- Ability to read, analyze and interpret common correspondence and medical or legal documents.
- Ability to write clearly and informatively to all required audiences and edit own work for appropriate spelling and grammar.
- Ability to respond appropriately and professionally to all inquiries or complaints from customers, regulatory agencies, upper management, and/or members of the business community.

**Job Types**: Full-time, Permanent

**Salary**: $23.00-$25.00 per hour

**Benefits**:

- Commuter benefits
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- Paid time off

Schedule:

- 8 hour shift

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