The Bilingual Documents Coordinator is responsible for developing the Appendix associated with all documentation submitted by our clients. Ensure the timely delivery of such documents to the appropriate Assessor prior to the assessment taking place.
This position is responsible for preparing the chart for the assessment and making sure the assessor has all pertinent file information to perform their assessment. It includes tracking and processing all the documentation required from and submitted by the clients. Ensure the timely delivery of such documents to the appropriate Assessor prior to the assessment taking place. Perform quality checks (documents are clear and complete, name checks, etc.). Do follow-ups with clients if documents are not received in due time. Provide files to the assessor, to effectively coordinate documents workflow within a timely manner, and within customer guidelines and expectations. This role is responsible for ensuring the accuracy and timely delivery of assessor packages and medical charts prior to each assessment, for all product lines including Property and Casualty, Employer, Life and Health, Med–legal files and Occupational Health Services (nationally – English and French).
Competencies required to succeed
- Strong communication skills, both written and verbal
- Strong, accurate, keyboarding skills
- Detail oriented
- Ability to work independently, and respond to multiple changing demands and deadlines with demonstrated ability to work under pressure of competing demands
- Strong interpersonal skills: external (clients/assessors) and internal personnel
- Strong organizational and analytical skills
- Advanced computer skills with ability to learn new programs quickly and employ a variety of software applications (e.g. Advanced proficiency of Microsoft Word, Windows Explorer and Microsoft Excel are required).
Responsibilities Management/Employee Development
Operational effectiveness and efficiency – Directly to the Team Lead, Documents Coordination
Responsibilities Assessor Package
- Preparation of documents for the Appendix
- Send scanned document package
- Manages all Administrative queues within internal systems
- Receives mandates and medical information from clients – employers, disability case manager, law firms, etc.
- After receiving medical documents by fax, e-mail, courier or regular mail the Documents Coordinator prints the documents and also attaches an electronic version of them to the appropriate case in the system (when needed).
- Ensure that the mandates are clear and complete, and contact customers if necessary
- The Documents Coordinator follows up on outstanding documentation according to departmental protocols (when needed).
- Reviews the documents received to ensure no issues with relevant details exist.
- In preparation for the appointment, prepares the chart including all relevant data for the evaluator, including the medical documents, consent forms, charts and ensures that the package of data is available for internal evaluators and for external evaluators is sent, according to evaluator preference.
- Documenting all the necessary information through computer systems for new records and existing records and update the status of appointments.
- Identify and document any gaps or problems encountered and communicate them to their superior in order to ensure optimal customer service
- Suggest ideas to improve the process
- Other duties as assigned
- May be asked to communicate with clients and assessors as needed.
Education, knowledge and experience required
- University/college degree (preferred)
- Experience in the IME, insurance or legal environments is preferred
- Knowledge and familiarity with relevant provincial or market segment legislation is an asset
- Prior experience in a similar capacity for at least one year is preferred
- Process improvement experience (asset)
- This position requires proficiency in both French and English.
Please note: Work hours are from Monday to Thursday 12:00 pm – 8:00 pm, Friday 10:00 am – 6:00 pm.
Job Type: Full-time
- English (Required)
- French (Required)