Rehab Intake Coordinator, National Rehabilitation

The Intake Coordinator plays a critical role in supporting rehabilitation services by managing the intake, triage, assignment, and administration of referrals across Functional Rehabilitation, Vocational Rehabilitation, and Absence Management Solutions (AMS). This position ensures cases are accurately assigned, priorities are managed effectively, and operational processes support timely service delivery and positive claim outcomes.

Working closely with Rehabilitation Specialists, Associate Managers, Vendors, and Operational Partners, the Intake Coordinator helps maintain balanced workloads, supports reporting and workflow management, and contributes to continuous process improvement initiatives.

• Review and process rehabilitation referrals and service requests.
• Assign cases and discussion tasks to Rehab and Return-to-Work Specialists using established assignment guidelines.
• Prioritize and coordinate urgent referrals in consultation with associate managers.
• Monitor pending referrals and ensure timely assignment and resolution of outstanding requests.
• Transfer files between resources and teams as appropriate to support operational requirements.

• Maintain balanced case distribution across rehabilitation teams to support effective workload management.
• Track and report intake volumes, assignments, and workflow activity using operational dashboards and reporting tools.
• Produce and distribute daily, weekly, and monthly operational reports and assignment summaries.
• Identify workflow challenges and recommend process improvements to increase efficiency and effectiveness.

• Coordinate Transferable Skills Analysis (TSA) referrals assigned to external vendors.
• Open and manage vendor‑assigned files as per established procedures.
• Process vendor invoices in accordance with established procedures.
• Identify, elevate, and support the resolution of billing issues and outstanding vendor invoices.
• Monitor service delivery timelines and support quality assurance processes.

• Partner with Rehabilitation staff, Associate Managers, and Return-to-work specialists to support claim outcomes.
• Participate in team meetings, projects, and continuous improvement initiatives as needed.
• Contribute ideas to improve operational processes, workflow management, and service delivery.

• Handle personal and medical information with a high degree of confidentiality and professionalism.
• Adhere to privacy, security, and information management requirements.
• Utilize secure communication practices when interacting with stakeholders as required.
• Identify and escape operational risks, privacy concerns, and process issues appropriately.
• Support Manulife's commitment to integrity, risk management, and customer-focused service.

• Post‑secondary education or equivalent combination of education and experience.
• Proficiency with Microsoft Office applications, including Excel, Teams, Outlook, and reporting tools.

• Strong organizational and coordination skills with the ability to manage competing priorities.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Ability to work independently while collaborating effectively in a team environment.
• Experience supporting disability, rehabilitation, or absence management programs, or working in healthcare administration, insurance, case management support, or a related field, is an asset.
• Experience coordinating work within multiple systems and managing high work volume.
• Experience working with external service providers and invoicing processes.
• Bilingualism (English and…