Executive Administrator & Medical-Legal Report Coordinator

PROFESSIONAL REHABILITATION CONSULTANTS

Location

Remote within Ontario, Canada

Employment

Part-time, 25-30 hours per week, with opportunity to grow into full-time

Compensation

Commensurate with experience and discussed during the interview process

About Professional Rehabilitation Consultants

Professional Rehabilitation Consultants is a specialized consulting practice providing medical-legal reports, life care planning and rehabilitation consulting services for individuals who have sustained injuries as a result of accidents. We work primarily with personal injury lawyers and other professionals involved in personal injury claims. Our practice values accuracy, confidentiality, professionalism, organization and responsive client service.

Position Overview

We are seeking a highly organized, detail-oriented and proactive Executive Administrator and Medical-Legal Report Coordinator to work closely with the President and Certified Life Care Planner. This multifaceted role combines executive administration, medical-legal report coordination, medical-record review, client and healthcare-provider communication, document management, scheduling, research and approved AI-assisted report preparation.

The successful candidate will be comfortable preparing detailed medical and legal documentation, coordinating multiple files, meeting deadlines, and using modern technology to improve efficiency without compromising accuracy, privacy or professional judgment. This role does not involve providing legal advice, independent legal services or clinical opinions.

Key Responsibilities

Medical Legal Reports and Document Workflow

- Assist with the preparation of life care plans and future cost-of-care reports under the direction and final review of the Certified Life Care Planner, using established templates, clinic software, source documentation and approved AI-assisted tools.
- Review medical records and accurately extract relevant pre- and post-accident information, including diagnoses, treatments, medications, healthcare providers and functional needs.
- Prepare chronologies, summaries and supporting-document packages when required.




- Verify drafted content against source records, cost references and clinical recommendations, and identify missing, inconsistent or unclear information.
- Proofread and refine reports for accuracy, clarity, grammar, consistency and formatting.
- Prepare reports for final professional review and coordinate formatting, dating, execution, labelling and secure distribution.

Client Provider and File Coordination

- Schedule and coordinate client assessments by videoconference, telephone or in person, as required.
- Provide clients with clear instructions regarding information required for assessments.
- Communicate professionally with clients, personal injury lawyers, law-firm staff and healthcare providers regarding documentation, appointments and report requirements.
- Maintain organized electronic client files and follow up on missing records, authorizations, deadlines, deliverables and other outstanding items.

Executive Administration

- Manage the President's calendar, appointments, meetings and follow-up activities.
- Prepare professional correspondence and administrative documents.
- Maintain task lists, monitor priorities and help manage competing deadlines.
- Anticipate administrative needs, raise issues promptly and take initiative within the scope of the role.

Technology Privacy and Information Management

- Manage Google Drive folders, templates, document versions, sharing permissions and PDF conversion.
- Use clinic software and approved AI-assisted workflows to support information extraction, drafting and editing, while verifying all output against authoritative source materials.
- Handle confidential personal health information in accordance with company privacy policies, applicable legislation and access controls, including protocols governing the use of technology tools.
- Maintain secure,



accurate and well-organized electronic records.

Required Qualifications and Skills

- Three to five years of relevant experience in executive administration, legal administration, medical administration, paralegal or law-clerk work, medical-legal coordination or a related field.
- Exceptional attention to detail, accuracy, document quality and confidentiality.
- Strong written and verbal communication skills.
- Excellent organization, time management and follow-through, with the ability to manage multiple client files, priorities and deadlines without losing accuracy.
- Ability to read, understand and organize complex medical information.
- Proficiency with Google Workspace, PDF tools and general office technology.
- Comfort learning current software, working independently, communicating proactively and adapting as tools and workflows change.

Preferred Background Candidates with experience in a personal injury law firm, medical-legal consulting practice, rehabilitation setting, healthcare administration environment or law clerk or paralegal role are strongly encouraged to apply. Post-secondary education in business, legal studies, paralegal studies, health administration or a related field is preferred. Familiarity with personal injury terminology, medical records and litigation processes is a strong asset.

Work Arrangement and Growth Opportunity

This is a remote position for a candidate residing in Ontario. The anticipated schedule is 25-30 hours per week. Working hours and availability will be discussed with shortlisted candidates. There is an opportunity for the position to grow into a full-time role based on performance, capability and business needs.

How to Apply

Please submit a resume and brief cover letter outlining your relevant medical, legal, administrative or medical-legal experience through the job-posting platform. Selected candidates may be asked to complete a short, role-relevant skills exercise. References should also be added to your C.V.

This posting is for an existing vacancy.

Pay: $25.00-$30.00 per hour

Expected hours: 25.0 – 30.0 per week

Work Location: Remote

📌 Executive Administrator & Medical-Legal Report Coordinator (Toronto)
🏢 Professional Rehabilitation Consultants
📍 Toronto