Administrative Coordinator

IMA Solutions is looking for a Administrative Clinic Coordinator to join our team!

The Administrative Clinic Coordinator provides administrative support to the entire IME operation. This person is an integral part of facilitating efficient operation of the organization.

Duties include, but not limited to: reception and IME clinic coordination; office and medical supply purchasing; general administrative duties, filing, medical documents follow up, receipt, delivery electronic document fax transmission management; general document upload to database and shared drive; sending completed invoices to clients and project based work as assigned by the Manager.

The schedule for this role is Monday-Friday 8:30am-5:00pm. This is an in office role, and the successful candidate will be required to work 1 afternoon shift and 1 Saturday/Sunday shift every quarter.

The hourly rate of pay if $26

RESPONSIBILITIES:

• Greets visitors and Doctors in a professional manner and directs them appropriately.
• Greets examinees, handles consent and intake form questions, directs examinees to assessment rooms and supports the clinic assessment process as required.
• Screens phone calls by obtaining the callers’ name and nature of the call, then routes the call appropriately.
• Delivers incoming faxes, mail and/or packages to the appropriate person upon receipt and processes outgoing mail daily. Updates database within one hour of receipt, and scans and uploads within 48 hours (24 hours if same day/urgent.)
• Performs clerical duties such as filing & scanning as required.
• Maintains and retrieves electronic and hard copy documents as needed, logging in documents when received
• Assists with the set-up, maintenance, and cleanliness of physical exam rooms.
• Maintains office and medical supply inventory and places orders when needed.
• Oversees the cleanliness of the office and reports any issues or repairs needed to management.
• Maintains management business card display at the reception desk
• Maintains office supply inventory – ordering as required.
• Supports staff in assigned project-based work.
• Participate in various educational and or training activities as required.
• Height, Weight and Photo where required for an IME
• Responsible for obtaining physician’s signature on final reports to clients and arranging delivery
• Prepares weekly clinic schedule, assigns chaperones, works with management when there is an exam room capacity issue
• Soft folder preparation for Evaluators
• Coordinating Dr.’s intake forms
• Completes daily closing duties checklist.
• Responsible for post assessment questionnaire completion
• Responsible for maintaining post assessment questionnaire results monthly and posting quarterly

INTAKE Administration DUTIES

• Schedule tasks – other - as assigned
• Handling of No Shows

FINANCE Administration DUTIES

• Assisting with the cheque deposit when assigned
• Bi-weekly Cheque Runs when assigned
• Sending invoices to clients electronically when assigned
• Bi-weekly Electronic Fund Transfers when assigned
• Notice of Settlements when assigned
• Credit Card Processing as needed
• Monitoring the Finance Distribution email as assigned

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

• 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.
• Must be a qualified typist with a minimum of 40 W.P.M
• Ability to follow instructions and respond to 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.

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, age, or any other status protected under provincial or federal laws.

Salary : $26