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About the Role
Medylex is seeking a detail-oriented Intake Coordinator to manage referrals from receipt through scheduling and confirmation. This role is crucial for ensuring smooth operations and client satisfaction.
Responsibilities
- Handle the intake of new referrals from various sources.
- Review referrals for complete information and appropriateness.
- Input referral information into the system, add case notes, and archive emails.
- Schedule examinations for single and multiple assessments.
- Confirm appointment dates and times with physicians' offices.
- Communicate with clients regarding appointment scheduling, changes, and receipt of medical records.
- Communicate with examinees as required.
- Coordinate with clients to obtain necessary medical records.
- Review medical documents for conflicts of interest and ensure accuracy.
- Move cases to the appropriate queue for document distribution.
- Communicate with physicians, assistants, clients, and examinees regarding appointment changes.
- Coordinate ancillary services such as chaperones and room rentals.
- Ensure services are cancelled or rescheduled upon appointment changes.
- Confirm examinee attendance and request consent forms.
- Inform clients of assessment status.
- Respond promptly to inquiries from physicians, assistants, or clients.
- Assist with clinic coverage as needed.
- Arrange lodging, transportation, and virtual assessments for examinees.
- Arrange trial coordination, flights, and hotels for assessors.
- Monitor work queues to ensure cases are followed up on and processed.
- Participate in educational and training activities.
- Perform other duties as assigned.
Requirements
- High school diploma or equivalent required.
- Minimum of one-year related experience, or equivalent combination of training and experience.
- Experience in a medical office preferred.
- Must possess complete knowledge of general computer, fax, copier, scanner, and telephone.
- Must be knowledgeable of multiple software programs, including 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 under tight 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.
Skills
- Intake
- Scheduling
- Medical document review
- Customer service
- Data entry
- Telephone duties
- Clinic coverage
- Computer proficiency
- Microsoft Word
- Microsoft Outlook
- Microsoft Excel
- Internet navigation
- Typing (40 W.P.M.)
- Communication skills
- Independent work
- Time management
- Confidentiality
- Relationship building
- Focus and concentration
- Urgency
- Working under pressure
- Change management
- Reliability
- Flexibility
- Professional appearance
Location
- Toronto, ON
Work Type
- Onsite
- Full Time
Experience Level
- Minimum of one-year related experience
Education Level
- High school diploma or equivalent
Salary/Compensations
- $22.00 - $25.00 Hourly
About the Company
- Medylex was born from a vision to create a reliable resource for unbiased medical opinions.
- Started with two assessors, now grown into a dedicated team of over 30 physicians.
- Offers a wide range of services across multiple locations in Ontario and extending reach to Alberta, British Columbia, and New Brunswick.
- Commitment to excellence and continuous improvement drives service enhancement to meet evolving client needs.
Equal Opportunity
- Medylex 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, age, or any other status protected under provincial or federal laws.