Job Description

Department: Medical-Legal
Location: Mississauga Clinic
Reports To: Senior Operations Manager
Employment Type: Full-Time

iScope Concussion & Pain Clinics is a specialized treatment and assessment centre offering a range of services and treatments with several locations across Canada. Our clinics use a variety of diagnostic tools to identify the root cause of a patient's pain. Our team of highly skilled Physicians and Allied Health Professionals work together and provide a personalized treatment plan so our patients can feel better sooner. We are committed to helping patients manage their pain effectively and improve their quality of life, in addition to a seamless and positive healthcare experience while providing a high standard of care.

Position Summary

The Assessments Coordinator is responsible for coordinating Independent Medical Examinations (IMEs) and medical-legal assessments across all case types, including AB, Tort, CAT, and Complex files. This role ensures the efficient scheduling, communication, and documentation of assessments while maintaining accuracy, timeliness, and professionalism. The Coordinator serves as a liaison between internal teams, assessors, legal representatives, and referral sources to ensure seamless case management, timely report delivery, and compliance with organizational standards.

KEY RESPONSIBILITIES

1. Assessment Coordination & Volume Management

Coordinate approximately 150 assessments per month across all case types (AB, Tort, CAT, Complex). Assign assessors and distribute reports as required. Ensure timely processing, accuracy, and completeness of all documentation. Prioritize workloads and manage competing deadlines effectively.
2. Scheduling Timeliness & Accuracy

Schedule ? 85% of assessments within designated service timelines (3-5 business days for Tort/CAT; 1 business day for AB). Maintain accurate intake and scheduling records. Monitor and escalate delays proactively to meet KPI targets.
3. Legal & Assessor Coordination

Communicate with legal representatives to provide ETAs, updates, and follow-ups on report timelines. Follow up with assessors to ensure report completion and accuracy. Address requests for addendums or clarifications from legal teams. Assist with obtaining outstanding documentation (e.g., CNRs and medical records).
4. Psych Assessments & Specialist Coordination

Coordinate and track psychological assessments, including liaising with the Waisman team and other specialists. Follow up on pending reports and ensure completion of required documentation.
5. In-Office & Patient Coordination

Support rebooking or missed appointment requests from assessors and staff. Maintain logs of cancellations, reschedules, and no-shows. Ensure efficient communication between the IME team and clinical staff.
6. Documentation & Record Management

Maintain organized and confidential records of assessments, communications, and reports. Track and log requests, follow-ups, and report delivery timelines. Support quality assurance to ensure accuracy in all submitted reports.
7. Follow-Up & Performance Tracking

Monitor pending and completed assessments to ensure timely delivery. Prepare monthly summaries to support visibility and accountability.
8. Collaboration & Communication

Work closely with medical-legal and operations teams to prevent duplication and improve workflow. Maintain professional and timely communication with all stakeholders.
9. Continuous Improvement & Professional Development

Participate in team meetings, training, and at least one professional development session annually. Identify and propose process improvements to enhance efficiency and accuracy.
10. Other Duties as Assigned

Perform other related administrative or coordination duties as assigned within the scope of the role.

QUALIFICATIONS

Education

Diploma or degree in Health Sciences, Medical Administration, Kinesiology, or a related field (preferred). Training in healthcare administration or case management is considered an asset.
Experience

Minimum 2 years of experience in healthcare coordination, IME administration, or medical-legal support. Experience working with Ontario Statutory Accident Benefits (SABs) and insurance-based assessments is strongly preferred. Background in multi-provider scheduling and high-volume administrative environments.
Skills and Abilities

Excellent time-management and organizational skills with the ability to manage multiple deadlines. Strong attention to detail and accuracy in documentation and data entry. Exceptional written and verbal communication skills. Ability to exercise sound judgment and handle confidential information with discretion. Strong interpersonal skills with a collaborative, team-oriented approach.
Proficiencies

Proficient in Electronic Medical Record (EMR) and scheduling systems (e.g., Juvonno, InputHealth). Advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook, Teams). Comfortable using shared databases, tracking logs, and reporting tools for KPI monitoring. Strong understanding of privacy and data-security protocols under PHIPA and PIPEDA.
Job Type: Full-time

Benefits:

Dental care Extended health care Paid time off
Work Location: In person