Title: Disability Case Coordinator
Department: Occupational Health & Safety
Position Number: 50074890
Hours of Work: Full-Time Position
Salary: Class 3 - $67,901.93 - $81,482.90 per year + benefits/pension
Union: Non-Union
Location: Kingston Health Sciences Centre (KHSC) Sites
PRIMARY FUNCTION
The Disability Case Coordinator (DCC) plays an important role in supporting employees through periods of illness, injury, and recovery. As a key member of the disability management team, the DCC helps ensure that each case is supported in a timely, organized, and compassionate way.
This role brings together information, people, and processes—monitoring incoming requests, prioritizing needs, and coordinating documentation, scheduling, and communication across employees, leaders, healthcare providers, and internal partners. By keeping cases moving forward smoothly, the DCC helps create a more seamless and supportive experience for employees navigating absence and return-to-work.
Working closely with Disability Case Specialists (DCSs) and Occupational Health Nurses (OHNs), the DCC enables these teams to focus on adjudication, planning, and employee care by ensuring administrative processes are accurate, consistent, and well-coordinated.
This role does not perform claims adjudication or make decisions related to benefit entitlement, medical interpretation, or return-to-work planning.
RESPONSIBILITIES & DUTIES INCLUDE:
Medical Documentation & Case Intake
- Triage and review incoming medical documentation, ensuring completeness and timely follow-up
- Distribute required forms and track outstanding documentation to support case progression
- Prepare and organize files for review by Disability Case Specialist and Occupational Health Nurse
Case Coordination & Scheduling
- Coordinate and schedule appointments, meetings, and follow-ups with employees and stakeholders
- Support case reviews and monitor timelines to ensure timely progression
- Conduct initial outreach to employees to gather information and triage cases appropriately
Absence Monitoring & Reporting
- Monitor absence and sick pay reports to identify and prioritize cases requiring action
- Issue notifications to management and track case status across systems
- Liaise with payroll and Total Rewards to resolve discrepancies
Disability Claims & Return-to-Work Support
- Prepare and submit documentation to disability carriers and WSIB as directed
- Coordinate administrative aspects of return-to-work and accommodation processes
- Track claim status and follow up on outstanding requirements
Systems & Documentation Management
- Maintain accurate records across systems (e.g., SAP, Parklane) and complete required transactions
- Document case activity and ensure timely updates
- Track data, identify trends, and support reporting and process improvement
NOTE - The above duties are representative but are not to be construed as all-inclusive.
BASIC QUALIFICATIONS:
- Community College Diploma in Business Administration, Health Administration, or a related field, or an equivalent combination of education and experience
- Additional education, training, or certification in disability management, occupational health, human resources, or a related field is considered an asset
- Minimum 3 years of experience in administrative coordination within a complex environment
- Experience supporting disability management, occupational health, absence management, payroll, or human resources processes
- Demonstrated experience managing sensitive information, coordinating multiple stakeholders, and balancing competing priorities in a high-volume, time-sensitive environment
- Knowledge of disability management processes (e.g., STD, LTD, return-to-work workflows)
- Proficiency with administrative systems (e.g., SAP, Kronos, Parklane) and intermediate Excel skills
- Strong organizational, coordination, and analytical skills with high attention to detail and data accuracy
- Knowledge of confidentiality and privacy principles (e.g., PHIPA)
- Excellent communication and customer service skills, with the ability to interact effectively with individuals who may be unwell, distressed, or experiencing mental health challenges
- Strong interpersonal skills with the ability to collaborate across multiple stakeholders
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerable sector search required.
PHYSICAL REQUIREMENTS:
The applicant must be able to meet the physical demands of this position.
KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.
Unless specifically stated, all job postings are for existing positions at KHSC. KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.
Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.
We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.
