Medical Legal Case Coordinator (IME Coordinator)

Ivera Group Inc. is a growing forensic consulting firm serving the insurance and legal industries across six divisions, including Engineering, Building Consulting, Forensic Accounting, Medical Legal Services, and Salvage & Appraisal. Our Medical Legal Services division supports attorneys and insurance carriers with independent medical examinations (IMEs), medical record reviews, depositions, and related expert services, primarily throughout Pennsylvania and New Jersey. Job Summary This position owns each assignment from intake through completion, including physician selection, scheduling, records coordination, client communication, report delivery, and billing coordination. Ivera Group is seeking a dependable, detail-oriented self-starter who is computer proficient and has excellent written and verbal communication skills to join our Medical Legal Services team as a Medical Legal Case Coordinator. This role requires a confident, self-motivated, solution-focused individual who delivers excellent customer service to clients, evaluators, and examinees while managing multiple deadlines in a fast-paced environment. This is a full-time, on-site role based at our Lansdale, PA office. What You'll Do Case Intake & Physician Selection Receive and review new assignments, analyze case requirements, and identify the appropriate physician specialty and provider for each matter. Coordinate physician selection, obtain fee approvals, and provide clients with physician qualifications, CVs, and credentialing information as requested. Enter, update, and maintain complete assignment information and activity records within NetSuite. Scheduling & Case Coordination Schedule examinations, medical record reviews, depositions, and other medical legal services by coordinating among physicians, clients, attorneys, claimants, and other involved parties. Communicate appointment details, confirmations, changes, cancellations, and expectations to all participants. Coordinate ancillary services such as transportation, interpreters, and other case-related support services when required. Records & Examination Management Manage a high-volume caseload of active assignments simultaneously while maintaining deadlines, service levels, and accuracy. Route incoming medical records for organization and ensure physicians receive complete case materials in advance of scheduled services. Monitor assignments throughout the lifecycle to ensure appointments occur as scheduled and all required documentation is received on time. Complete reminder calls, confirmation follow-ups, and proactive outreach to keep cases moving efficiently. Obtain examination reports, addendums, clarifications, and other physician deliverables. Review assignment status and ensure completed reports are delivered promptly to clients. Track no-shows, reschedules, delays, and other case exceptions while maintaining clear communication with all parties. Billing & Relationship Management Ensure assignments are closed accurately and on time, coordinating physician payments, invoicing, and billing-related inquiries with internal accounting staff. Serve as a primary point of contact for attorneys, insurance carriers, physicians, and support staff, providing exceptional customer service throughout the assignment process. Build and maintain positive client and physician relationships that support repeat business and long-term growth. Education & Experience Requirements High School Diploma or equivalent, required. 2+ years of experience in IME coordination, medical scheduling, claims support, or a similar role, preferred. Medical records experience and knowledge of medical terminology is a plus. Comfort working in case management or ERP software (NetSuite experience a plus). Proficiency with Microsoft Office, specifically: Outlook — calendar management, meeting coordination, and email communication. Word — document creation and formatting, editing, and converting documents to PDF. Skills & Abilities Ability to multi-task and prioritize in a fast-paced environment without compromising attention to detail. Strong organizational skills and close attention to detail. Strong verbal and written communication skills, with correct grammar, spelling, and punctuation. Ability to work independently, prioritize work activities, and use time efficiently. Demonstrated professionalism and a deadline-oriented mindset. Understanding of medical records handling and confidentiality requirements (HIPAA). Proficiency navigating multiple software applications, including imaging/scanning tools. Ability to accept and apply constructive feedback. Comfortable managing a high volume of calls and emails. A proactive, follow-through approach — you chase down what's missing before it becomes a problem. Physical Requirements & Work Environment This is a full-time, on-site position based at our Lansdale, PA office. The essential physical requirements and work environment for this role include: Sitting for prolonged periods at a desk and workstation. Frequent typing and use of a computer, telephone, and headset. Occasional standing, walking, bending, kneeling, or squatting. Occasional lifting and carrying of files or office materials, up to 20 pounds. No regular travel or driving required; work is performed on-site at the Lansdale office. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role. Competitive salary of $50,000 – $62,000 per year, based on experience. Health, dental, and vision insurance. Health Savings Account (HSA). 401(k) with company match. Paid time off. Eleven (11) paid holidays per year. Casual work attire. Why Ivera Group Growing firm with room to shape processes and grow with the division. Collaborative team environment across specialized divisions. Equal Opportunity Employer Ivera Group Inc. is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all team members and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. All qualified applicants are encouraged to apply. #J-18808-Ljbffr Ivera Group