Clinic Intake Coordinator
Galien Multidisciplinary Rehabilitation Clinic — Kitchener, ON N2H 2P2
About us
Galien Rehab Clinic is a small, multidisciplinary rehabilitation practice located in downtown Kitchener (Frederick Mall), serving patients from Kitchener, Waterloo, Cambridge and Guelph since 2014. Our team includes physiotherapy, chiropractic, massage therapy and psychological counselling under one roof. We are agile, professional and supportive.
We are seeking a Clinic Intake Coordinator to work directly with new patients to complete their intake paperwork and insurance applications. Most of our patients have been injured in a motor vehicle accident, at work or in a slip and fall, and this role sits with them to gather their information, complete the required forms accurately and make sure each file is ready for treatment and billing. This is primarily a paperwork and file-coordination role; phone reception is a small part of the job.
Schedule: [Monday to Friday, 9:00 a.m. to 4:00 p.m.]
Duties
- Meet with new patients to complete intake paperwork: registration, health history questionnaires, consent forms and privacy acknowledgements
- Assist motor vehicle accident patients in completing accident benefit application forms (e.g., OCF-1) and gathering the information their insurer requires
- Assist WSIB patients in completing worker's report forms (e.g., Form 6) and gathering claim details
- Collect and verify insurance and claim information (auto insurance claim numbers and adjuster contacts, WSIB claim numbers, extended health care benefit details), and follow up with patients, adjusters and referral sources for anything missing
- Explain the intake and claims process to patients in plain language and answer their questions about forms and coverage
- Prepare complete files for the treating practitioner before the initial assessment, and book initial assessments and follow-up appointments
- Submit WSIB documentation and billing through WSIB eServices and follow up on claim status
- Process direct billing through TELUS eClaims and insurer portals (providerConnect, claimsXchange, Sun Life, Medavie Blue Cross and others), and collect patient payments by cash, debit or credit card
- Track approved treatment plans and remaining visits, and keep practitioners informed
- Communicate with referral sources, including family physicians, legal offices and insurers
- Maintain patient records in the clinic's practice management software and keep paper files organized, including scanning and filing
- Handle patient information in accordance with PHIPA and clinic privacy policies
- Provide front-desk support, including answering phones, when needed
Successful Candidate Requirements
- Experience in a medical, rehabilitation or clinic office, or in another role that involves completing forms and applications with clients, is preferred; a medical office administration diploma is an asset
- Familiarity with WSIB and extended health care billing is a strong asset; training will be provided
- Patient and thorough when working through paperwork with people who are injured, in pain or unfamiliar with the insurance process
- Organized and detail-oriented, with accurate data entry and the ability to manage many open files at once
- Comfortable with scheduling software, email, fax and scanning, and able to learn new software
- Ability to handle confidential information with discretion
- Familiarity with medical or rehabilitation terminology is an asset
- Additional languages are an asset
Please note that this job description is not exhaustive and additional duties may be assigned as needed.
Only candidates selected for an interview will be contacted.
Job Type: Full-time , Permanent Expected hours: 30-40 per week Pay: $20–$25 per hour Work location: In person — 19-385 Frederick St (Frederick Mall), Kitchener, ON N2H 2P2 Start date: 1-2 weeks
Pay: $20.00-$25.00 per hour
Expected hours: 30.0 – 40.0 per week
Work Location: In person
