Administrative Coordinator

3 days ago


Burlington, Canada Circle Bay Medical Full time

**About Us**:
Circle Bay Medical provides **virtual physician services** tailored for **personal injury victims**, particularly those without access to a cooperative family doctor. We support law firms, occupational therapists, and case managers by delivering comprehensive, litigation-ready medical documentation and facilitating timely physician access for patients.

**Job Summary**:
We’re looking for a reliable and detail-oriented **Administrative Coordinator** to join our remote team. In this role, you'll manage patient intake, physician scheduling, and case file communications — ensuring timely and organized support across the full medical assessment process.

**Key Responsibilities**:

- Coordinate virtual appointments between patients and physicians.
- Manage inbound referrals from personal injury lawyers, case managers, and OTs.
- Review and organize patient intake forms and supporting documents.
- Communicate with patients to complete pre-appointment medical histories.
- Maintain accurate records and update case statuses in EMR systems.
- Track turnaround times for documentation and follow up to ensure timely delivery.
- Liaise with internal team (e.g., Clinic Coordinator, physicians) for case progress.
- Send appointment confirmations, report delivery notifications, and case updates to referring parties.
- Assist with document submissions, including OCF-3, OCF-18, and OCF-19 forms.

**Qualifications**:

- 2+ years of experience in a healthcare or legal admin setting (PI or insurance preferred).
- Strong organizational skills with exceptional attention to detail.
- Excellent verbal and written communication skills.
- Comfortable handling confidential and sensitive patient information (PHIPA compliant).
- Tech-savvy and quick to learn EMR and communication platforms (training provided).
- Ability to work independently and meet tight deadlines.
- Familiarity with personal injury medical processes or insurance documentation (asset but not required).

**Why Work with Circle Bay Medical?**
- Flexible remote work environment
- Fast-paced, growing team with meaningful impact on patient care
- Competitive salary based on experience
- Supportive training and onboarding provided
- Exposure to legal-medical interface and ongoing process innovation

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

Pay: From $25.00 per hour

Expected hours: 20 - 40 per week

**Benefits**:

- Flexible schedule

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Burlington, ON L7L 6W6



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