Care Coordinator (Maternity Leave Contract)

Position Summary

The Care Coordinator plays an important role in supporting the intake and ongoing administration of client files, with a primary focus on Motor Vehicle Accident (MVA) and Private Pay clients. This position is responsible for coordinating new client intakes, maintaining accurate client records, formatting and distributing clinical reports, and ensuring documentation is completed and submitted accurately and on time.

The ideal candidate has experience working within healthcare, preferably mental health, and is companionate, highly organized, hardworking, detail-oriented, and comfortable working in a fast-paced environment.

Key Responsibilities

Client Intake & File Coordination

• Coordinate new client intakes from referral through to assignment.
• Gather and verify client, insurer, legal representative, and referral information.
• Ensure required intake forms, consents, and supporting documentation are received and properly maintained.
• Create and maintain accurate client files and records.
• Communicate with clients, law firms, insurers, adjusters, healthcare providers, and internal team members as required.
• Follow up on outstanding information and documentation to avoid delays in client care.
• Support clinicians with administrative requirements throughout the client file lifecycle.

Reports & Documentation

• Format clinical reports and other documentation to ensure accuracy, consistency, and professional presentation.
• Review reports for formatting, completeness, and administrative accuracy before submission.
• Coordinate signatures and approvals where required.
• Send completed reports and documentation to the appropriate insurers, law firms, referral sources, and other parties.
• Maintain accurate records of when documentation was completed and distributed.
• Monitor report deadlines and follow up with clinicians on outstanding documentation.
• Handle sensitive client and medical information with a high level of confidentiality.

MVA Administration

• Support the administration of MVA files in accordance with established processes and requirements.
• Use SkeduleX to support the submission and tracking of applicable forms, treatment plans, and documentation.
• Monitor funding responses, approvals, denials, and outstanding items and communicate required follow-up to the appropriate team member.
• Maintain accurate records of insurer and adjuster information.
• Identify discrepancies or administrative issues and take initiative to resolve them or escalate them appropriately.
• Assist with maintaining organized and up-to-date MVA files.

Private Pay Administration[PH1]

• Support the administration of private pay files in accordance with established processes and requirements.
• Monitor EHB funding responses, approvals, denials, and outstanding items and communicate required follow-up with finance team.
• Maintain accurate records of EHB information.
• Identify discrepancies or administrative issues and take initiative to resolve them or escalate them appropriately.

General Administrative Support

• Maintain accurate information within Company systems and databases.
• Assist with scheduling and client coordination as required.
• Respond to emails and inquiries in a timely and professional manner.
• Prioritize competing deadlines and ensure time-sensitive tasks are completed.
• Work collaboratively with clinicians, management, and administrative team members.
• Identify opportunities to improve administrative processes and efficiencies.
• Assist with other administrative and care coordination duties as required.

Qualifications & Experience

• Previous experience working with Motor Vehicle Accident (MVA) files is required.
• Previous experience using HCAI is beneficial.
• Experience working in a mental health rehabilitation, healthcare, occupational therapy, legal, insurance, or similar environment is strongly preferred.
• Experience with Jane App/Jane Practice Management Software is considered an asset.
• Strong computer skills and ability to quickly learn new systems.
• Excellent written and verbal communication skills.
• Strong attention to detail, particularly when reviewing reports and client documentation.
• Excellent organizational and time-management skills.

What We're Looking For

The successful candidate will be someone who is:

• Hardworking and dependable
• Highly organized and detail-oriented
• A strong problem-solver who takes initiative
• Comfortable following up and taking ownership of outstanding tasks
• Able to manage multiple priorities and deadlines
• Resourceful and able to work through issues independently
• Professional and comfortable communicating with clients and external stakeholders
• Able to work effectively both independently and as part of a team
• Adaptable and comfortable working in a busy, fast-paced environment
• Committed to maintaining confidentiality and accuracy when handling sensitive client information

Pay: $20.00-$26.00 per hour

Expected hours: 40.0 per week

Benefits:

• Casual dress

Work Location: Remote