About Circle Bay Medical
Circle Bay Medical is a virtual medical practice serving personal injury patients across Ontario and Atlantic Canada. When someone is hurt in an accident and has no family doctor, we are the practice that sees them: physician and nurse practitioner consultations, thorough clinical records, specialist referrals, and the medical forms their recovery depends on.
We are growing fast. Law firms across five provinces refer to us, we recently launched a psychiatric care partnership, and we expand into Alberta this year. The person in this role grows with that expansion.
The Role
You are the operational heart of the practice. Every patient file passes through your hands: you build it, gather the records behind it, schedule the consultations, keep the law firm informed, and make sure nothing stalls. You work directly with our clinicians, our founder, and the legal teams who refer to us.
This is a role with real ownership in a small company. Files can run over a thousand pages. Lawyers expect speed and precision. Your work is visible every single day, to patients who finally get seen and to the professionals counting on the file moving.
What You Will Own
- Patient intake from referral to booked appointment, usually within one business day
- Inbound referrals from personal injury lawyers, case managers, and occupational therapists
- Medical record gathering and organization, including large files (1,000+ pages) from clinics, hospitals and family doctors
- Patient communication, including pre-appointment medical histories
- Scheduling and confirmation of virtual appointments across Ontario and Atlantic time zones
- Form submissions and tracking, including OCF-3, OCF-18 and OCF-19 support through HCAI
- Day-to-day communication with law firm clerks and lawyers on file status, record requests and delivery updates
- Coordination with our physicians and nurse practitioners on file priorities, including weekly case reviews
- Turnaround time tracking so our same-week service standard stays true
What Makes You a Fit
- 2+ years in healthcare administration, clinic coordination, or legal admin handling medical files (personal injury or insurance experience preferred)
- Comfort working through large volumes of medical records with accuracy
- Clear, professional written communication. Much of this job happens over email with legal professionals
- Strong organization across many simultaneous files and deadlines
- Comfort handling confidential patient information (PHIPA)
- Tech-savvy: EMRs, patient portals, and modern AI-assisted documentation tools (training provided)
- Able to work independently. We will give you ownership, not supervision
Nice to have: familiarity with HCAI, OCF forms, or disability applications (CPP-D, ODSP, DTC, LTD), and experience working directly with law firms.
Why This Role
- $60,000 to $70,000 per year, based on experience
- Primarily remote with a flexible schedule, plus occasional team days at our Burlington office
- A growth seat: as we expand into Alberta and add services, this role grows toward operations leadership
- Modern tooling: we invest in AI and automation so your time goes to judgment, not data entry
- Work that matters: patients who could not get a doctor get seen because you kept their file moving
How to Apply
Apply through Indeed with your resume. A short note about a complex file, project or process you personally kept on track will get our attention faster than a cover letter.
Pay: From $30.00 per hour
Benefits:
Work Location: Hybrid remote in Burlington, ON L7L 1V3
