Intake Specialist

Department: Customer Service and Client Relations

Work Arrangement: Remote

Job Type: Independent Contractor, Full Time

Work Schedule: US Time Zone (expected to be flexible with the client's preference, including weekends and US holidays during peak seasons)

Locations: Philippines, LATAM, South Africa, Kenya, and other remote regions with excellent English communication skills

About Pearl Talent

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They're looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we've hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we're building for: WATCH HERE

Why Work with Us?

At Pearl, we're not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers.

Role Overview

The Intake Specialist serves as the operational nerve center for healthcare coordination, ensuring the seamless processing, accuracy, and management of critical patient data, medical records requests, and client-caregiver scheduling. This role is pivotal in maintaining data integrity, optimizing workflows, and supporting the delivery of exceptional healthcare services across healthcare technology platforms, home care agencies, and legal medical records retrieval. You'll act as a vital communication hub managing real-time coordination, ensuring compliance with healthcare regulations, and directly impacting the speed, accuracy, and quality of service clients receive.

Your Impact

Your attention to detail and organizational excellence will directly influence patient care quality, operational efficiency, and client satisfaction. By ensuring accurate data management and timely coordination, you'll reduce errors that could impact patient outcomes or billing accuracy. Your work will enable faster medical records retrieval—reducing processes from weeks to hours—and ensure continuity of care through optimal caregiver-client scheduling. You'll contribute to HIPAA compliance, data security, and the overall integrity of healthcare operations while identifying process improvements that enhance organizational effectiveness and service delivery.

Core Responsibilities

Data Management & Quality Assurance (35%)

• Perform data entry and management of patient records, billing information, and critical healthcare datasets
• Ensure accuracy, consistency, and completeness of all data processed across systems
• Conduct regular audits of data systems to identify and correct errors or inconsistencies
• Review and correct incomplete or inaccurate Release of Information (ROI) forms
• Prepare accurate base forms and generate complete submission packets for medical records requests
• Conduct thorough QA reviews of each packet, ensuring documentation meets provider-specific requirements
• Maintain ≥95% documentation accuracy in both internal and client-facing notes
• Input and verify new datasets according to daily requirements and quality standards

Healthcare Coordination & Scheduling (30%)

• Handle real-time caregiver-client scheduling, ensuring optimal matches based on skill, location, and availability
• Monitor incoming care requests and coordinate responses within established SLAs
• Maintain scheduling software (ClearCare, AlayaCare, AxisCare) with updated client/caregiver details
• Communicate proactively with caregivers, clients, and providers to confirm schedules and address changes
• Manage coverage gaps, schedule adjustments, and last-minute changes efficiently
• Flag inconsistencies, no-shows, and coordinate with care managers for incident reporting
• Assign requests to appropriate team members based on workload and utilization
• Ensure 100% of escalations are logged and resolved within 24 hours

Provider Research & Medical Records Management (20%)

• Identify all relevant providers associated with client treatment, not just main facilities
• Locate billing providers and related entities using Chartswap, prior requests, and direct provider calls
• Research and verify provider contact information, submission requirements, and protocols
• Ensure ≥90% case completion within assigned periods by accurately adding providers to requests
• Escalate special provider requirements or edge cases to appropriate Client Success Managers
• Track and manage medical records retrieval processes from initiation through completion
• Coordinate with law firms' case managers to resolve missing or conflicting information

Process Improvement & Compliance (10%)

• Collaborate with teams to streamline data workflows and improve operational processes
• Maintain strict compliance with HIPAA and relevant data security regulations
• Ensure HIPAA-compliant behavior and adherence to U.S. healthcare data protocols
• Contribute to at least one measurable process improvement per quarter
• Identify gaps in coverage, workflow bottlenecks, and propose solutions
• Generate reports on staffing coverage, fulfillment rates, productivity, and case completion metrics
• Document best practices and maintain updated SOPs for consistent operations

Administrative Support & Team Coordination (5%)

• Support operational workflows including timesheet collection, payroll prep, and follow-ups
• Provide backup coverage for urgent tasks such as payment processing or fax monitoring
• Coordinate with back office, care managers, and cross-functional teams
• Support training and onboarding of new team members to reach performance benchmarks
• Maintain accurate scheduling and leave management documentation
• Familiarize with compliance standards, internal workflows, and system protocols

Requirements
Must-Haves (Required)

• Experience: 1-2+ years in data entry, database management, healthcare scheduling, patient coordination, or medical records management (healthcare/home health experience strongly preferred)
• Healthcare Background: Prior experience in healthcare, healthtech, home care operations, or requesting medical records from providers
• Attention to Detail: Exceptional attention to detail with proven track record maintaining ≥95% data accuracy
• Communication: Excellent written and spoken English (neutral accent preferred) with strong professional communication skills
• Tech Proficiency: Proficiency with Microsoft Excel, Google Sheets, database management systems, and healthcare scheduling platforms
• Healthcare Software: Experience with scheduling platforms (ClearCare, AlayaCare, AxisCare) or medical records systems
• PDF Management: Proficiency with Adobe and PDF editing/combining tools
• Organization: Strong organizational and time management skills with ability to manage multiple priorities
• HIPAA Compliance: Familiarity with HIPAA compliance and data confidentiality practices
• Problem-Solving: Proactive problem-solving mindset with ability to meet turnaround times and throughput targets
• Schedule Flexibility: Willingness to work US business hours including split-shift availability if required
• Remote Work: Self-motivated with proven ability to work independently in fast-paced environments

Nice-to-Haves (Preferred)

• Experience in home care agency operations or U.S.-based healthcare settings
• Exposure to electronic health record (EHR) systems or EMR platforms
• Familiarity with Chartswap or medical records exchange platforms
• Background in revenue cycle operations, timesheet/payroll processing, or billing
• Experience supporting law firms with medical records retrieval
• Analytical mindset with ability to spot trends or anomalies in large datasets
• Spanish-speaking proficiency for bilingual communication
• Experience with VoIP and patient intake systems (OpenPhone, Klara, RingCentral)
• Understanding of clinical workflows, provider pain points, and U.S. healthcare protocols
• Exposure to QA-compliance workflows and case throughput management

Tools Proficiency
Must-Haves (Required)

• Spreadsheets & Data: Microsoft Excel, Google Sheets (advanced functions, data management)
• Database Systems: Experience with database management and data entry platforms
• Healthcare Scheduling: ClearCare, AlayaCare, AxisCare, or equivalent scheduling software
• PDF Management: Adobe Acrobat, PDF editing and combining tools
• Communication: Email (Gmail/Outlook), phone systems, video conferencing (Zoom)
• Documentation: Google Workspace, Microsoft Office Suite

Nice-to-Haves (Preferred)

• CRM Systems: Salesforce, HubSpot, or equivalent platforms
• Project Management: Trello, Asana, ClickUp, or similar tools
• Healthcare Platforms: Electronic Health Records (EHR) systems, EMR software
• Medical Records: Chartswap or medical records exchange platforms
• Workflow Tools: reTool or custom workflow automation platforms
• VoIP Systems: OpenPhone, RingCentral, Klara, or similar communication tools
• Collaboration: Slack, Microsoft Teams for team coordination
• Admin Tools: Internal scheduling applications, case management software

Benefits

• Competitive Salary: Based on experience and skills
• Remote Work: Fully remote — work from anywhere
• Generous PTO: In accordance with company policy
• Direct Mentorship: Access to global industry leaders
• Learning & Development: Continuous growth resources
• Global Networking: Work with international teams
• Health Coverage (Philippines only): HMO after 3 months (full-time)

Our Recruitment Process

1. Application
2. Skills Assessment
3. Initial Screening
4. Top-grading Interview
5. Client Matching
6. Job Offer
7. Onboarding

Ready to Join Pearl Talent?

Build a long-term remote career supporting operational excellence and accurate execution. Join Pearl Talent and grow by owning critical workflows that keep teams and services running smoothly.

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