Job Title: Intake Support

About HVE Healthcare Assessments

HVE Healthcare Assessments is an industry leading provider of Independent Medical Assessments (IME), recognized for its client-focused culture and commitment to quality and integrity. We are dedicated to delivering timely, impartial, and defensible assessments and reports that support our clients’ decision-making needs.

Founded in 1994, HVE Healthcare Assessments is a privately held, Canadian company. We have been providing independent health services to private and public sector organizations since our inception. We remain one of the few independently owned and operated service providers within our industry.

Today, we provide high-quality healthcare assessments across Canada, working with insurers, employers, legal partners, and other stakeholders to provide objective, evidence-based opinions. Our clinical roster is composed of experienced healthcare professionals who are committed to excellence, consistency, and collaboration.

Job Details

Intake Support play a key role in HVE’s overall success by being a key member of our Intake Team. A successful candidate would enjoy playing a crucial role in managing the receipt and confirmation of referrals, ensuring accuracy of details, coordinating external services and navigating the intricacies of appointment management.

Job Objective: Provide administrative support to the Intake, Roster, and all other departments at HVE by completing various customer service and administrative duties.

What You’ll Bring

● 1-3 years of customer service and/ or administrative assistant experience.

● Ability to work collaboratively within a team workplace and independently.

● Exceptional MS, Word, Excel, and Google Suite skills.

● Professional interpersonal skills and comfortable speaking to colleagues & other professionals.

● Strong problem solving and multi tasking skills.





● Ability to thrive in a high volume, deadline driven environment.

Job Responsibilities

Receipt/Confirmation of New Files/Referrals

● Receiving file information from clients via e-mail and electronic systems such as Smart Simple, Eclaims, etc.

● Entering the relevant new file information, including requested services, referral source information (insurance company/adjuster), legal representations, and claimant information.

● Send confirmation of receipt of the new referral to customer and verifying the accuracy of the new referral information including claimant and customer details.

● Receive and input new services from various customers on multiple electronic systems including new referrals, file information, transportation and translation confirmations and other service-related information.

● Request/Follow-up with customers on missing information and new file information.

Coordination of External Services

● Scheduling transportation and interpretation services for assessments via appropriate electronic platform

● Booking assessment rooms and chaperone services

Processing Appointment Cancellations/Late Cancellations/No Show/Incompletes

● Process cancellations, no-shows, late cancels, incomplete assessments by completing/sending memos to our customers and notifying all parties involved (claimants, assessors, adjusters, secondary services providers, etc.), updating assessment status,



and entering reschedule lines for Intake Coordinators to book the rescheduled assessment.

● Enter notes in our assessment management software on the case regarding any inquiries, reschedules, no-shows, etc.

● Follow-up with cancelled and no-show services via appropriate platforms

● Complete Reschedule Audit

Communication

● Notify Intake Coordinators of any issues/changes regarding the assessment or the assessor.

● Create notes for all communication on HVE’s internal electronic system and advise appropriate staff internally.

● Enter dates received from assessors.

What We Offer

● $19 per hour (commensurate with experience)

● 2 Weeks of Paid Vacation + 6 PTO days (Paid Time Off).

● Benefits - Extended Healthcare, Dental & Vision, and Mental Healthcare.

● Mentorship program.

● Wellness Program.

● In office Parking.

● Casual Dress Code.

● Mostly hybrid ( Post probation period of 3 months), working in the office at least 1- 3 days per week.

Reports To: Manager or Team Leader, Intake Department

Hours: 8am-5pm/8:30am-5:30pm/9am-6pm

Breaks: 1-hour unpaid lunch

HVE Healthcare Assessments is committed to fostering an inclusive, accessible, and equitable workplace. We value the diversity of individuals, perspectives, and communities, and we welcome applications from all qualified candidates.

In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), accommodations are available throughout the recruitment and selection process. Applicants requiring accommodation are encouraged to notify Human Resources at any stage of the hiring process.

All information collected during the recruitment process will be used solely for employment purposes and handled in a confidential manner.

To learn more about HVE Healthcare Assessments, please visit: http://www.hvehealth.com/

📌 Intake Support (Vaughan)
🏢 HVE Healthcare Assessment
📍 Vaughan