Reception/ Care Coordinator

About the Role

We are seeking a versatile and skilled Reception/Intake Coordinator to join our team at Innovative Occupational Therapy Services. This dynamic position requires someone who can seamlessly transition between front desk reception, administrative tasks, and intake coordination for our MVA clients across the province and pediatric private pay division.

This role is for someone looking to demonstrate dedication and a desire to grow with the company.

Why Join Innovative Occupational Therapy Services?

• Competitive Pay
• Comprehensive Health & Wellness Coverage – Employer-paid extended health, dental, and vision care. Includes prescription coverage, life insurance, disability insurance, and access to a wellness program
• Generous Time Off – Includes vacation
• Company Pension & RRSP Matching – Plan for your future with an employer-matched Deferred Profit-Sharing Plan (DPSP) and Registered Retirement Savings Plan (RRSP)
• Room for advancement as we grow
• Therapist owned and operated

Core Responsibilities

Reception & Clinic Maintenance:

• Greet and manage all clients, including those presenting with challenging behaviors, with professionalism and compassion
• Provide exceptional customer service in a busy, fast-paced clinic environment
• Utilize Jane app to log clients in/out and manage payments
• Maintain clinic cleanliness between clients, including wiping down surfaces, equipment, and treatment areas
• Complete opening and closing duties, including mopping, vacuuming, and ensuring all clinic spaces are sanitized and presentable
• Work flexible and variable hours to meet the demands of our busy clinic schedule, with peak hours in the afternoon and early evening

Intake Coordination:

• Track referrals and coordinate services from start to finish
• Set up clients in our portal systems (HCAI and Jane app) to track and upload referral/medical documents
• Contact clients and complete detailed guided intake inventories covering physical, cognitive, and psycho-emotional impairments
• Clearly explain processes and set appropriate client expectations
• Draft required documents (OCF-18 Treatment Plans on HCAI, Consent Forms) and manage digital signature processes
• Review documents with clients, ensure understanding, and answer questions
• Enter intake information into letter templates
• Provide regular status updates to referral sources, from initial contact (within 24 hours) through document submission
• Update clients on approval/denial status following insurer responses
• Conduct delicate and guided follow-up support to ensure intake completion
• Track and audit client referrals at various stages using our software systems

Administrative Duties:

• Demonstrate strong administrative abilities across multiple practice management softwares during slower clinic periods
• Manage intakes, faxes, and document preparation
• Maintain accuracy while managing high-volume tasks
• Self-audit daily to ensure all stages of intake are progressing appropriately

Required Qualifications

• MUST HAVE: Prior client service coordination or office management experience within the Motor Vehicle Insurance Sector
• MUST HAVE: Knowledge of OCF-18s and HCAI
• MUST HAVE: Meticulous attention to detail
• MUST HAVE: Flexibility and availability to work variable hours, including afternoon and early evening shifts
• PREFERRED: Experience with Jane app
• Knowledge of Occupational Therapy role and services
• Understanding of rehabilitation services (particularly for MVA and paedatric therapy)
• Excellent interpersonal and customer service skills
• Excellent organizational and time management skills
• Strong communication skills (ability to explain complex information clearly)
• Proven ability to multitask in a fast-paced environment
• Ability to work independently and follow procedures consistently
• Self-directed with strong initiative
• Comfort with hands-on tasks and maintaining a professional clinic environment
• Demonstrated dedication and commitment to professional growth

Work Environment

This position is based at our Grimsby clinic location, which is busiest during afternoon and early evening hours. Daily productivity tracking and management support are provided.

Compensation

Salary will be determined during the interview process based on skill level, experience, and education.

Apply Now

We are excited to find the right fit for our team. If you possess these qualifications and thrive in a dynamic, hands-on environment with flexible scheduling, we welcome your application.

Learn more about us at

Job Types: Full-time, Permanent

Pay: $22.62-$25.00 per hour

Expected hours: 40 per week

Benefits:

• Casual dress
• Company events
• Company pension
• Dental care
• Disability insurance
• Extended health care
• On-site parking
• Paid time off
• RRSP match
• Vision care

Work Location: In person