Windsor Orthopaedics is seeking a highly organized, detail-oriented and proactive IME Coordinator/Medical Office Assistant to support our growing Independent Medical Examination program and clinic operations.

This position is responsible for coordinating the complete IME process, from referral intake and appointment scheduling through report completion and file closure. The successful candidate will work closely with physicians, legal offices, insurers, patients and clinic staff to ensure assessments are coordinated professionally, accurately and within required timelines.

The role also provides Medical Office Administration support across the clinic when needed.

Key Responsibilities

IME Coordination

- Manage IME referrals from legal offices, insurers and other referring organizations from intake through completion.
- Review referral instructions and medical/legal documentation for accuracy, completeness and appropriateness before scheduling.
- Obtain missing information and organize files for physician review.
- Schedule and confirm IME appointments with patients and referring parties.
- Serve as the primary contact for legal, insurance and other external stakeholders.
- Support physician dictation and report preparation, including AI-supported processes where applicable.
- Track outstanding reports and deadlines to ensure timely completion
- Review reports for administrative completeness, formatting, and referral requirements prior to release.
- Coordinate secure delivery of completed reports to maintain accurate IME files and tracking.
- Track referral volumes, turnaround times and program activity.
- Identify opportunities to improve IME workflows and efficiency.

Medical Office Support

- Assist with referral processing, waitlist management and obtaining missing information.




- Provide front-desk and MOA coverage during absences or peak periods.
- Support patient calls, administrative backlogs and clinic workflow needs.
- Assist with operational improvements and other administrative duties as required.

Knowledge, Skills and Abilities

- Exceptional organization, attention to detail and time-management skills.
- Strong written and verbal communication skills.
- Ability to manage multiple files, deadlines and competing priorities.
- Knowledge of medical terminology and experience working with medical records.
- Strong proofreading, documentation and file-management skills.
- Professional communication with physicians, patients, legal offices and insurers.
- Sound judgment when handling confidential medical and medico-legal information.
- Strong initiative, problem-solving and follow-up skills.
- Proficiency with Microsoft Office and EMR. Accuro experience is preferred.
- Comfortable using digital dictation, document-management and AI supported tools.

Qualifications and Experience

- Diploma in Medical Office Administration, Health Administration or related field.
- 3–5 years of administrative experience in a healthcare or professional setting.
- Experience in a medical or specialty clinic setting preferred.
- Experience in medico-legal, insurance or IME environments considered a strong asset.
- Experience with referral management and clinic operations considered an asset.

Advantages:

- Company events
- Dental care
- Extended health care
- Flexible schedule
- On-site parking
- Paid time off
- Vision care

Experience:

- Administrative: 5 years (preferred)
- Medical Office: 1 year (preferred)
- medico-legal, insurance or IME environments: 1 year (preferred)
- referral management: 1 year (preferred)

Work Location: In person

📌 Independent Medical Examination Coordinator/Medical Office Assistant (Windsor)
🏢 Windsor Orthopaedics
📍 Windsor