Reception & Intake Coordinator (Kitchener, ON)

at  Innovative Occupational Therapy Services

We continue to GROW! We are opening a New clinic location in Kitchener!
We are seeking the right skilled Reception/Intake Coordinator to join our team.

What does the Intake Coordinator do?

• Track referrals and coordinate services from start to finish!
• Once referrals are obtained, the intake coordinator sets the client up in our portal systems to track and upload any referral/medical documents.
• The coordinator will contact clients and complete referral intake involving a detailed guided inventory of physical, cognitive, and psycho-emotional impairments.
• Intake involves explaining the processes and what clients should expect clearly.
• The coordinator will then draft the required documents (such as Treatment Plans (OCF-18) on HCAI, Consent Forms), and use a digital system to send and receive signatures. The intake coordinator’s role is to review these documents with clients and ensure their understanding and answer questions.
• Information from the intake is then entered into a letter template.
• The intake coordinator will ensure all referral sources are continually updated on the status of intake, from coordinating the call with the client within 24 hours of the referral, to the submission of the documents to the insurer.
• Following insurer responses to OCF-18s (application for services) the intake coordinator with update the client regarding the approval or denial status.
• This coordinator role requires an individual who is able to manage a rapid volume of tasks with accuracy while maintaining customer service. Administrative support is provided for overflow needs.
• Often our clients require delicate and guided support follow-ups to ensure intake is completed. This requires the intake coordinator to track on our software and audit their client referrals to follow up at the various stages of the intake process.
• We work with clients with brain injuries who require the intake coordinator to explain things accurately and clearly. Communicating the nature of services the company provides is required. Someone with an understanding of rehabilitation services would be best suited for this position.

QUALIFICATIONS

The successful candidate must posses’ personal and professional attributes that align with the requirements of the role!

• MUST have prior client service coordination or office management work experience within the Motor Vehicle Insurance Sector (at least 1 year)
• MUST HAVE knowledge of OCF-18’s and HCAI
• MUST HAVE attention to detail
• Knowledge of the role and services of an Occupational Therapist
• Multitasking in a face-paced environment
• Excellent interpersonal and client service skills
• Excellent organizational and time management skills
• Excellent communication skills
• Able to multi-task and track intake stages and self-audit stages daily
• Able to work independently and follow procedures consistently
• Self-directed worker

This is not a remote position.

• MUST have prior client service coordination or office management work experience within the Motor Vehicle Insurance Sector (at least 1 year)
• MUST HAVE knowledge of OCF-18’s and HCAI
• MUST HAVE attention to detail
• Knowledge of the role and services of an Occupational Therapist
• Multitasking in a face-paced environment
• Excellent interpersonal and client service skills
• Excellent organizational and time management skills
• Excellent communication skills
• Able to multi-task and track intake stages and self-audit stages daily
• Able to work independently and follow procedures consistently
• Self-directed worke