Scheduling Coordinator

Overview:
The **Scheduling Coordinator** is responsible to schedule and coordinate appointments with clients, physicians and examinees in our Life & Health Scheduling Department. This position ensures client specific requirements for provider specialty and location are met and that all ancillary services are arranged.

The schedule for this role is **Monday to Friday 8:30am-5:00pm**. This is an **onsite role.**

The hourly rate of pay for this role is between $26-$27.

Qualifications:
**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.

**QUALIFICATIONS**
- Ability to operate computer, fax, copier, scanner, and telephone
- Must be able to type a minimum of 40 W.P.M.
- Must be able to multitask.
- Ability to follow instructions and respond to upper managements' directions accurately
- Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.
- Must demonstrate exceptional 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 be able to demonstrate and promote a positive team -oriented environment.
- Must be able to stay focused and concentrate under normal or heavy distractions.
- Must be able to work well under pressure 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.
- Must maintain a professional and clean appearance at all times consistent with company standards.

**CERTIFICATES, LICENSES, REGISTRATIONS**

No specific requirements upon hiring. Training and certification will be provided and required for DOT Urine Collection at the job site.

**ABOUT US**:
**IMA Solutions** is one of Canada’s leading providers of independent medical assessments for a reason: your goal is our goal. At IMA Solutions we provide services to the legal community as well as insurers and employers. In the medical-legal sector whether its liability, medical malpractice, plaintiff or defense counsel, we provide unbiased medical reports across the entire spectrum. In the employment and insurance sector we assist in facilitating healthy employees and satisfied plan members through timely diagnosis, pro-active objective treatment recommendations, and most importantly, evidentiary opinion on return to work.

**IMA Solutions** 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.

**Responsibilities**:

- Schedules examinations through IME Centric or office specific system database.
- 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.
- Coordinates with the client to obtain required medical records prior to examination.
- Prepares the chart by ensuring all records required are included, creates a cover letter detailing specific client questions, issues, and service requests and routes to the provider and/or to the exam location prior to examination.
- Prepares and sends exam notification letters daily.
- Communicates with physicians, clients and or examinees regarding any schedule changes. Responsible to submit client invoice and/or issue to accounting if charges are incurred.
- When required, responsible for ensuring prompt pre-payment for services issued.
- 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.
- Handles and responds promptly to incoming calls, e
- mails or faxes from physicians or clients requesting report status and/or information.
- Provides support and/or coverage to satellite offices as needed.
- Arrange lodging and or transportation for out-of-town examinees, assists with directions, etc.
- DOT Urine Collections for Addictions Assessments (will be certified on the job for this requirement)
- Processes mail, deliveries and shipments as needed.
- Participate in various educational and or training activities as required.
- Perform other duties as assigned.