Disability Management Services Coordinator

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 return-to-work, and reducing disability costs utilizing our assessment and case management services.

Position Overview

The Disability Management Coordinator oversees the administrative and communication components of WMC’s 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 follow-ups, and maintaining accurate, compliant records.

This role does not adjudicate claims. Rather, it functions as an operational support position—coordinating assessment logistics, ensuring reports meet quality standards so clients receive the professional direction they need, and providing administrative support to the DM case management team.

Key Responsibilities

1. Coordination & Administrative Support

• Coordinate intake of disability-related information, including medical notes, forms, and functional abilities documentation.
• Ensure accurate and timely entry of information into WMC’s case management systems.
• Track required follow-ups, missing information, deadlines, and correspondence for each file.
• Arrange appointments with Assessors.
• Source assessors in areas where WMC’s roster has gaps
• Quality assure all medical report recommendations and issue to clients.
• Maintain documentation in accordance with WMC privacy policies and applicable legislation (PHIPA, PIPEDA).

2. Communication & Follow-Up

• 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 follow-up 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, return-to-work meetings, independent medical assessments, or follow-up 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 employer-specific templates, forms, and process documents.
• Respond to inquiries from client HR and H&S teams regarding forms, processes, or documentation requirements (non-clinical guidance).
• Support DM with building WMC’s 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 WMC’s service standards and quality expectations.

Qualifications

Education & Experience

• Preferred demonstrated experience coordinating assessment services and managing a caseload of @70 -100 requests per month in a fast-paced environment
• A minimum of 6 years of experience in an administrative, coordination, or client-support 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 skills—professional, clear, and customer-service 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 case management/software platforms.
• Ability to work independently and as part of a multidisciplinary team.
• Ability to communicate in French is a strong asset.

Key Competencies

• Strong organizational and time management capabilities
• Service-oriented and responsive communication
• Accuracy and consistency in documentation
• Ability to follow defined procedures and escalate appropriately
• Reliability, discretion, and professionalism

Working Conditions

• High-volume, fast-paced administrative environment.
• Involves regular computer and telephone work