Position: Rehab Service Coordinator
Employment Type: Full-Time
Work Arrangement: Fully Remote
Industry: Rehabilitation / Accident Benefits / Personal Injury
Experience: 3+ years preferred
Benefits: Comprehensive benefits package
Vacation: 3 weeks paid vacation
About the Role:
We are looking for an experienced and highly organized Rehab Service Coordinator to join our growing rehabilitation team. This is a full-time, fully remote position offering a comprehensive benefits package and three weeks of paid vacation.
This position is ideal for someone who has hands-on experience managing rehabilitation files and is familiar with HCAI, OCF forms, accident benefits, and the Ontario rehabilitation process.
The Rehab Service Coordinator will be responsible for overseeing the coordination and administration of client files, ensuring that OCF-18 submissions, approvals, signatures, and OTA services are properly managed and followed through. The successful candidate will be comfortable working with HCAI, monitoring multiple client files simultaneously, communicating with healthcare professionals and stakeholders, and ensuring services are delivered in accordance with approved treatment parameters.
Key Responsibilities:
HCAI Management
- Prepare, coordinate, submit, and monitor OCF-18 Treatment and Assessment Plans through HCAI.
- Monitor OCF-18 status, including approvals, partial approvals, requests for clarification, and denials.
- Obtain client signatures and other required documentation for OCF-18 submissions.
- Maintain accurate records of submissions, approvals, correspondence, and outstanding items.
- Ensure treatment plans are submitted accurately and within required timelines.
- Communicate with OTs and other healthcare providers regarding documentation required for HCAI submissions.
OTA Coordination:
- Match clients with appropriate Occupational Therapy Assistants (OTAs) from the company's roster based on client needs, location, availability, language, experience, and treatment requirements.
- Coordinate OTA assignments and communicate relevant treatment parameters.
- Ensure OTA services are provided in accordance with the approved OCF-18.
- Monitor authorized frequency, duration, and treatment parameters.
- Identify when services may be approaching or exceeding approved parameters and escalate appropriately.
- Maintain communication with the treating OT and OTA regarding client progress, concerns, and changes in treatment needs.
- Monitor OTA documentation and ensure required session notes and reporting are completed.
Client File Management:
- Maintain organized and up-to-date electronic client files.
- Track important dates, approvals, treatment periods, outstanding documentation, and follow-ups.
- Review files regularly to identify outstanding items and prevent delays in treatment or billing.
- Communicate with clients, OTs, OTAs, insurers, case managers, lawyers, and other stakeholders as required.
- Escalate clinical, administrative, billing, or authorization concerns to the appropriate member of the team.
- Ensure documentation is handled in accordance with company policies and privacy requirements.
What We're Looking For:
The ideal candidate will have:
- Previous experience in rehabilitation, healthcare coordination, or personal injury/accident benefits.
- Hands-on experience with HCAI is strongly preferred.
- Strong understanding of OCF-18, OCF-21, treatment plans, approvals, and accident benefits processes.
- Experience working with rehabilitation professionals such as OTs, OTAs, PTs/PTAs, SLPs, PSWs, or other healthcare providers.
- Strong organizational and file-management skills.
- Excellent attention to detail.
- Ability to manage a high volume of files and competing priorities.
- Strong written and verbal communication skills.
- Ability to identify missing information, inconsistencies, and potential billing or authorization issues.
- Strong computer skills and ability to learn and navigate healthcare/administrative systems.
- Ability to work independently while collaborating effectively with a multidisciplinary team.
- Professional, client-focused communication skills.
Additional Requirements:
- Must reside in Ontario.
- Must be legally authorized to work in Canada.
Pay: $55,000.00-$65,000.00 per year
Benefits:
- Dental care
- Extended health care
- Vision care
- Work from home
Application question(s):
- Do you have experience working within Ontario’s Accident Benefits system?
- Please briefly describe your hands-on experience using HCAI. What types of OCF forms did you personally work with, and what were you responsible for from submission through approval or denial?
- Are you legally entitled to work in Canada?
Experience:
- HCAI: 1 year (required)
- preparing or managing OCF-18 Treatment and Assessment Plans: 1 year (required)
Language:
Work Location: Remote
