Overview
The Intake Coordinator plays a crucial role in the healthcare setting, serving as the first point of contact for patients and ensuring a smooth, professional, and efficient intake and scheduling process. This position requires excellent communication skills, strong attention to detail, and a solid understanding of medical terminology, healthcare administration, and office procedures. The Intake Coordinator works closely with patients, medical legal representatives, healthcare providers, and allied health professionals to facilitate appointments, gather and verify information, maintain accurate records, and support overall clinic operations.
The successful candidate will be responsible for the intake, scheduling, and coordination of incoming referrals for Neurology, Psychiatry, Orthopedics, Pain Management, Physiotherapy, Occupational Therapy, Chiropractic Care, and other disciplines.
Duties
- Manage intake procedures, including collecting, verifying, and maintaining accurate patient/client information, medical history, eligibility assessments, and supporting documentation in compliance with healthcare standards and clinic policies.
- Verify patient eligibility for specific programs and services based on established criteria.
- Schedule and coordinate appointments for Nurse Practitioners, Physicians, and Allied Health providers while ensuring efficient referral management and follow-up care.
- Communicate with patients, clients, and medical legal representatives to confirm appointments, provide necessary instructions, answer questions, and offer guidance throughout the intake and treatment process.
- Conduct preliminary reviews of medical files and documentation to support practitioners in evaluations and report preparation.
- Review and edit reports for grammar, formatting, clarity, and completeness while ensuring compliance with legal, medical, organizational, and regulatory standards.
- Maintain accurate electronic medical records, data entry, and other administrative documentation in a timely and organized manner.
- Communicate effectively with team members regarding report statuses, timelines, workflow concerns, and operational updates while proactively collaborating to support smooth clinic operations.
- Collaborate with colleagues and management to foster a safe, professional, and supportive work environment.
- Ensure strict compliance with all healthcare regulations, clinic policies, patient privacy, confidentiality standards, and Company policies as amended from time to time.
- Identify opportunities for process improvements and operational efficiencies within the clinic and provide recommendations to enhance patient experience and workflow effectiveness.
- Provide excellent customer service to ensure all patients and clients feel welcomed, informed, and supported throughout their interactions with the clinic.
Skills
- Proficiency in front desk operations within a medical or healthcare office environment.
- Familiarity with electronic health record systems such as Walnut, JaneApp, and InputHealth is preferred.
- Strong understanding of medical terminology and healthcare documentation.
- Excellent organizational and multitasking abilities in a fast-paced environment.
- Strong verbal and written communication skills with the ability to interact professionally with patients, providers, and staff.
- Experience with scheduling, data entry, records management, and other administrative duties.
- Ability to efficiently operate standard office equipment and multi-line phone systems.
This role is essential in maintaining high standards of patient care, operational efficiency, and administrative accuracy within the healthcare facility. Candidates who are passionate about delivering exceptional service in a collaborative medical environment are encouraged to apply.
Job Type: Full-time
Pay: $22.00 per hour
Benefits:
- Company events
- On-site parking
- Paid time off
Ability to commute/relocate:
- Mississauga, ON L5B 2V2: reliably commute or plan to relocate before starting work (required)
Education:
- Bachelor's Degree (required)
Experience:
- Records management: 1 year (required)
- Electronic medical records: 1 year (preferred)
Location:
- Mississauga, ON L5B 2V2 (preferred)
Willingness to travel:
Work Location: In person
