Intake Coordinator

SOMA Medical Assessments•Vaughan, ON

10d•Onsite

About The Position

SOMA Medical Assessments is seeking a full-time Intake Coordinator to join their team. This role is responsible for managing all aspects of a referral, from its initial receipt through scheduling and confirming attendance. Key duties include intake processing, scheduling appointments, reviewing medical documents, providing customer service, performing data entry, handling telephone inquiries, and assisting with clinic coverage. SOMA Medical Assessments provides independent medical evaluation and related services to various clients, including property and casualty insurers, group disability insurers, employers, law firms, and government agencies across Canada and internationally. The company prides itself on regulatory compliance and oversight, authenticated by independent third-party auditors.

Requirements

High school diploma or equivalent required.
A minimum of one year related experience; or equivalent combination of training and experience.
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 under tight timelines and/or stressful conditions.
Demonstrates ability to practice calmly in volatile situations

Nice To Haves

Experience in a medical office preferred.

Responsibilities

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
Inputs referral information into IME-Centric, adding case notes and archives emails in IME-Centric per company policies
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
Communicates with examinee as required by the client, to confirm appointments
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
Make reminder calls to examinees in advance of the assessment date
Confirms if examinee has attended assessment and requests consent forms.
Informs client of any no shows and ask for direction.
Handles and responds promptly to incoming calls, emails 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