Job Title

Disability Management Services Coordinator Location: Hamilton, Ontario, Canada About Workplace Medical Corp. Workplace Medical Corp. is a national provider of occupational health, disability management, and absence advisory services. For over 75 years, WMC has supported employers across Canada by improving employee health outcomes, enabling timely returntowork, and reducing disability costs utilizing our assessment and casemanagement services. Position Overview The Disability Management Coordinator oversees the administrative and communication components of WMCs assessment services and provides overall administrative support to the DM department. The role assists clients with assessment selection, development of their questions, scheduling appointments, submitting or obtaining documentation, tracking case progress, delivering timely updates, ensuring superior report quality, coordinating followups, and maintaining accurate, compliant records. This role does not adjudicate claims. Rather, it functions as an operational support positioncoordinating assessment logistics, ensuring reports meet quality standards so clients receive the professional direction they need, and providing administrative support to the DM casemanagement team. Key Responsibilities 1. Coordination & Administrative Support Coordinate intake of disabilityrelated information, including medical notes, forms, and functional abilities documentation. Ensure accurate and timely entry of information into WMCs casemanagement systems. Track required followups, missing information, deadlines, and correspondence for each file. Arrange appointments with Assessors. Source assessors in areas where WMCs roster has gaps. Qualityassure all medical report recommendations and issue to clients. Maintain documentation in accordance with WMC privacy policies and applicable legislation (PHIPA, PIPEDA). 2. Communication & FollowUp Serve as a central communication point for employees, managers, and external providers regarding documentation requirements, next steps, and scheduling. Providing clients with quotes. Send reminders and followup communication to employees, physicians, and insurers to obtain required forms or updates. Draft and send routine correspondence on behalf of the disability management team (e.g., RTW reminders, request for information, confirmation emails). 3. Scheduling & Workflow Management Schedule assessments, returntowork meetings, independent medical assessments, or followup appointments as directed by WMC advisors, nurses or clients. Set up cases and claim files for Assessment Services and DM division. Allocate incoming mail to appropriate case or claim. 4. Client & Team Support Assist with maintaining employerspecific templates, forms, and process documents. Respond to inquiries from client HR and H&S teams regarding forms, processes, or documentation requirements (nonclinical guidance). Support DM with building WMCs Assessment Roster and Portal development. Support DM with report preparation, sales presentations, RFPs, as required. 5. Program Administration Participate in team meetings, client administrative updates, and continuous improvement initiatives. Ensure alignment with WMCs service standards and quality expectations. Qualifications Education & Experience Preferred demonstrated experience coordinating assessment services and managing a caseload of 70100 requests per month in a fastpaced environment. A minimum of 6 years of experience in an administrative, coordination, or clientsupport role within the disability management services industry. Diploma or certificate in Medical/Health Administration, Human Resources (HRPA), Disability Management or Workers Compensation Case Management or related field preferred. Knowledge & Skills Strong administrative and organizational skills with high attention to detail. Excellent communication skillsprofessional, clear, and customerservice oriented. Ability to manage multiple priorities and follow structured workflows. Comfort working with confidential information and secure documentation practices. Proficient with Microsoft Office, Outlook and casemanagement/software platforms. Ability to work independently and as part of a multidisciplinary team. Ability to communicate in French is a strong asset. Strong organizational and time management capabilities. Serviceoriented and responsive communication. Accuracy and consistency in documentation. Ability to follow defined procedures and elevate appropriately. Reliability, discretion, and professionalism. Working Conditions Highvolume, fastpaced administrative environment. Involves regular computer and telephone work. Seniority level MidSenior level Employment type Fulltime Job function Project Management and Information Technology Industries Wellness and Fitness Services #J-18808-Ljbffr