Client Coordinator (33258)

ROLE OVERVIEW

As a Client Coordinator, you will be the primary point of contact for clients, attorneys, physicians, nurses, and client representatives. You will manage high-volume caseloads, coordinate Independent Medical Examinations (IMEs) and record reviews, and oversee the entire lifecycle of client cases through accurate data entry, diligent tracking, and timely communication. Success in this role requires exceptional customer service, sharp attention to detail, and strict adherence to HIPAA, regulatory, and company standards.

WHAT YOU WILL DO

Client, Legal & Provider Coordination

• Respond to Inquiries: Promptly address questions, report status updates, and general information requests from clients, attorneys, and representatives.
• Coordinate Cases & Providers: Schedule and coordinate IMEs and record reviews, contact medical providers for assignments, and update databases with real-time progress.
• Resolve Issues: Assist in resolving customer complaints and quality assurance issues, escalating complex report concerns to management as needed.
• Route Communications: Direct incoming calls to the appropriate departments efficiently.

Data Management & Documentation

• Maintain Databases: Enter, retrieve, and verify client and claimant data to ensure all contact details and client-specific rules are accurately documented.
• Manage Case Files: Organize, file, and archive both open and closed cases thoroughly.
• Administrative Support: Perform day-to-day clerical tasks including typing, emailing, and proofreading correspondence and reports.

Quality, Compliance & Teamwork

• Track Workflow: Communicate daily with the Quality Assurance (QA) department to monitor workflow and pending report statuses.
• Collaborate on Deadlines: Work both independently and alongside team members to ensure questions are documented and cases are returned on time.
• Ensure Compliance: Carry out all practices in strict accordance with HIPAA, company policies, and state and federal safety and legal regulations, as well as other duties as assigned.

IME (Independent Medical Exams)

Medical Office

Medical Assistant

Medical Clerk

Front Desk

Medical Receptionist

Medical Office Assistant

Qualifications

WHAT WE ARE LOOKING FOR

Education & Experience

• Education: High school diploma or equivalent required.
• Required Experience: Minimum of 1 year of clerical experience (or an equivalent combination of education and experience) preferred.
• Preferred Background: Prior experience in personal injury, insurance, legal, medical, or IME services; familiarity with medical and legal terminology; experience working with clients, attorneys, and medical providers in a fast-paced, deadline-driven environment.
• Certifications: No specific certificates, licenses, or registrations required.

Technical & Communication Skills

• Software & Typing: Proficiency in Microsoft Office (Word, Outlook, Excel) and internet navigation, plus a minimum typing speed of 40 WPM.
• Office Equipment: Complete working knowledge of general computers, telephones, scanners, copiers, and fax machines.
• Reading & Writing: Ability to read, analyze, and interpret common correspondence, medical records, and legal contracts; ability to write clearly and proofread your own work for proper spelling and grammar.
• Professional Presence: Ability to communicate effectively one-on-one or in small groups, responding professionally to customers, physicians, regulatory agencies, and business partners.

Core Competencies

• Organization & Multitasking: Proven ability to manage high-volume caseloads, prioritize tasks, and use time efficiently.
• Quality & Accuracy: Strong commitment to thoroughness, monitoring your own work, and taking initiative to suggest process improvements.
• Adaptability & Composure: Ability to stay focused under heavy distractions, work well under pressure, and adapt smoothly to delays or unexpected changes.
• Confidentiality & Teamwork: High integrity in maintaining strict confidentiality while fostering a positive, team-oriented environment and following management direction.