Job Description

OVERVIEW

The Intake Coordinator is responsible for supporting the development and implementation of sorting, triaging, and streamlining the intake and wait-list processes for patients seeking attachment to primary care within East Toronto. Reporting to both the Director of Integrated Care and the Director of East Toronto Family Practice Network, this role will act as a key point of contact for primary care and community care partners in East Toronto, that are accepting and/or referring patients seeking attachment to primary care teams. The role ensures that referrals are received, assessed, matched to the appropriate primary care team, prioritized and assigned in an efficient, timely, standardized and equitable manner. Acting as the central point of contact for clients, caregivers, referral sources, and family practice organizations, the Coordinator supports smooth transitions into care and optimizes service capacity through accurate data management and proactive communication.


The Intake Coordinator oversees the end-to-end intake workflow, including verifying referral completeness, collecting required clinical and demographic information, conducting eligibility screening, and scheduling initial assessments or appointments. They regularly monitor wait-list status and collaborate with clinical and administrative staff to ensure clients are prioritized according to clinical urgency, program criteria, and organizational policies.


In addition, the Intake Coordinator plays a key role in maintaining data quality within electronic health records and wait-list systems, generating reports, identifying bottlenecks, and supporting continuous improvement initiatives. The position requires strong customer service skills, attention to detail, an understanding of privacy and consent requirements, and the ability to work effectively in a fast-paced, multi-disciplinary environment.


Overall, the Intake Coordinator ensures that clients experience a coordinated, transparent, and fair entry into healthcare services while supporting operational efficiency and equitable access across the system.

EDUCATION

Post Secondary in Office Administration or equivalent required. Undergraduate degree preferred.

QUALIFICATIONS

5 years of recent relevant experience in an administrative role. Experience in health care environment required, hospital based experience an asset. Flexible working hours to accommodate departmental needs. Proven customer service orientation; must be friendly and demonstrate professionalism at all times. Proven ability to develop and maintain relationships with internal and external partners and to work effectively in a team based environment. Demonstrated excellent interpersonal skills. Excellent and effective written and verbal communication skills including proficiency in preparing agendas, taking minutes, drafting written correspondence and designing organizing systems. Proven project management and organizational skills with the ability to juggle multiple priorities, manage time wisely, work well independently and track progress of initiatives. Demonstrated accountability including collaborative problem solving, effective decision making and sound critical thinking skills. Demonstrated computer literacy, proficient in all programs in Microsoft Office is required; website management is an asset. Experience with PS Suites an asset. Demonstrated ability to participate in quality initiatives including collection and presentation of data. Embody MGH core values. Typing speed of at least 50 WPM required. Good work & attendance record is required. All employees of Michael Garron Hospital (MGH), a division of Toronto East Health Network (TEHN) [formerly Toronto East General Hospital (TEGH)] agree to work within the legislated practices of the Occupational Health and Safety Act of Ontario. * All employees of MGH are responsible to contribute to a transparent culture of patient and staff safety by adhering to and abiding by patient and staff safety policies and procedures set by MGH.