About this role
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 TalentPearl 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.
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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 OverviewThe 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 ImpactYour 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 ResponsibilitiesData Management & Quality Assurance (35%)
Perform data entry and management of patient records, billing information, and critical healthcare datasetsEnsure accuracy, consistency, and completeness of all data processed across systemsConduct regular audits of data systems to identify and correct errors or inconsistenciesReview and correct incomplete or inaccurate Release of Information (ROI) formsPrepare accurate base forms and generate complete submission packets for medical records requestsConduct thorough QA reviews of each packet, ensuring documentation meets provider-specific requirementsMaintain ≥95% documentation accuracy in both internal and client-facing notesInput and verify new datasets according to daily requirements and quality standardsHealthcare Coordination & Scheduling (30%)
Handle real-time caregiver-client scheduling, ensuring optimal matches based on skill, location, and availabilityMonitor incoming care requests and coordinate responses within established SLAsMaintain scheduling software (ClearCare, AlayaCare, AxisCare) with updated client/caregiver detailsCommunicate proactively with caregivers, clients, and providers to confirm schedules and address changesManage coverage gaps, schedule adjustments, and last-minute changes efficientlyFlag inconsistencies, no-shows, and coordinate with care managers for incident reportingAssign requests to appropriate team members based on workload and utilizationEnsure 100% of escalations are logged and resolved within 24 hoursProvider Research & Medical Records Management (20%)
Identify all relevant providers associated with client treatment, not just main facilitiesLocate billing providers and related entities using Chartswap, prior requests, and direct provider callsResearch and verify provider contact information, submission requirements, and protocolsEnsure ≥90% case completion within assigned periods by accurately adding providers to requestsEscalate special provider requirements or edge cases to appropriate Client Success ManagersTrack and manage medical records retrieval processes from initiation through completionCoordinate with law firms' case managers to resolve missing or conflicting informationProcess Improvement & Compliance (10%)
Collaborate with teams to streamline data workflows and improve operational processesMaintain strict compliance with HIPAA and relevant data security regulationsEnsure HIPAA-compliant behavior and adherence to U.S. healthcare data protocolsContribute to at least one measurable process improvement per quarterIdentify gaps in coverage, workflow bottlenecks, and propose solutionsGenerate reports on staffing coverage, fulfillment rates, productivity, and case completion metricsDocument best practices and maintain updated SOPs for consistent operationsAdministrative Support & Team Coordination (5%)
Support operational workflows including timesheet collection, payroll prep, and follow-upsProvide backup coverage for urgent tasks such as payment processing or fax monitoringCoordinate with back office, care managers, and cross-functional teamsSupport training and onboarding of new team members to reach performance benchmarksMaintain accurate scheduling and leave management documentationFamiliarize with compliance standards, internal workflows, and system protocolsRequirements
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 providersAttention to Detail: Exceptional attention to detail with proven track record maintaining ≥95% data accuracyCommunication: Excellent written and spoken English (neutral accent preferred) with strong professional communication skillsTech Proficiency: Proficiency with Microsoft Excel, Google Sheets, database management systems, and healthcare scheduling platformsHealthcare Software: Experience with scheduling platforms (ClearCare, AlayaCare, AxisCare) or medical records systemsPDF Management: Proficiency with Adobe and PDF editing/combining toolsOrganization: Strong organizational and time management skills with ability to manage multiple prioritiesHIPAA Compliance: Familiarity with HIPAA compliance and data confidentiality practicesProblem-Solving: Proactive problem-solving mindset with ability to meet turnaround times and throughput targetsSchedule Flexibility: Willingness to work US business hours including split-shift availability if requiredRemote Work: Self-motivated with proven ability to work independently in fast-paced environmentsNice-to-Haves (Preferred)Experience in home care agency operations or U.S.-based healthcare settingsExposure to electronic health record (EHR) systems or EMR platformsFamiliarity with Chartswap or medical records exchange platformsBackground in revenue cycle operations, timesheet/payroll processing, or billingExperience supporting law firms with medical records retrievalAnalytical mindset with ability to spot trends or anomalies in large datasetsSpanish-speaking proficiency for bilingual communicationExperience with VoIP and patient intake systems (OpenPhone, Klara, RingCentral)Understanding of clinical workflows, provider pain points, and U.S. healthcare protocolsExposure to QA-compliance workflows and case throughput management
Tools ProficiencyMust-Haves (Required)Spreadsheets & Data: Microsoft Excel, Google Sheets (advanced functions, data management)Database Systems: Experience with database management and data entry platformsHealthcare Scheduling: ClearCare, AlayaCare, AxisCare, or equivalent scheduling softwarePDF Management: Adobe Acrobat, PDF editing and combining toolsCommunication: Email (Gmail/Outlook), phone systems, video conferencing (Zoom)Documentation: Google Workspace, Microsoft Office SuiteNice-to-Haves (Preferred)CRM Systems: Salesforce, HubSpot, or equivalent platformsProject Management: Trello, Asana, ClickUp, or similar toolsHealthcare Platforms: Electronic Health Records (EHR) systems, EMR softwareMedical Records: Chartswap or medical records exchange platformsWorkflow Tools: reTool or custom workflow automation platformsVoIP Systems: OpenPhone, RingCentral, Klara, or similar communication toolsCollaboration: Slack, Microsoft Teams for team coordinationAdmin Tools: Internal scheduling applications, case management softwareBenefits
Competitive Salary: Based on experience and skillsRemote Work: Fully remote — work from anywhereGenerous PTO: In accordance with company policyDirect Mentorship: Access to global industry leadersLearning & Development: Continuous growth resourcesGlobal Networking: Work with international teamsHealth Coverage (Philippines only): HMO after 3 months (full-time)
Our Recruitment Process Application Skills Assessment Initial Screening Top-grading Interview Client Matching Job Offer 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.