Pearl Talent is looking for an Intake Specialist - EG002 to act as the operational nerve center for healthcare coordination. You will ensure 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 exceptional healthcare services.
What You'll Do
- Perform data entry and management of patient records, billing information, and critical healthcare datasets.
- 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.
- 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 with updated client and 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.
- 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.
- Track and manage medical records retrieval processes from initiation through completion.
- Collaborate with teams to streamline data workflows and improve operational processes.
- Maintain strict compliance with HIPAA and relevant data security regulations.
- Contribute to at least one measurable process improvement per quarter.
- Support operational workflows including timesheet collection, payroll prep, and follow-ups.
- Provide backup coverage for urgent tasks such as payment processing or fax monitoring.
- Support training and onboarding of new team members to reach performance benchmarks.
What We're Looking For
- 1-2+ years in data entry, database management, healthcare scheduling, patient coordination, or medical records management.
- Prior experience in healthcare, healthtech, home care operations, or requesting medical records from providers.
- Exceptional attention to detail with proven track record maintaining ≥95% data accuracy.
- Excellent written and spoken English (neutral accent preferred) with strong professional communication skills.
- Proficiency with Microsoft Excel, Google Sheets, database management systems, and healthcare scheduling platforms.
- Experience with scheduling platforms (ClearCare, AlayaCare, AxisCare) or medical records systems.
- Proficiency with Adobe and PDF editing or combining tools.
- Strong organizational and time management skills with ability to manage multiple priorities.
- Familiarity with HIPAA compliance and data confidentiality practices.
- Proactive problem-solving mindset with ability to meet turnaround times and throughput targets.
- Willingness to work US business hours including split-shift availability if required.
- Self-motivated with proven ability to work independently in fast-paced environments.
Nice to Have
- 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 or 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.
Technical Stack
- Microsoft Excel, Google Sheets
- Database management systems
- ClearCare, AlayaCare, AxisCare
- Adobe Acrobat, PDF editing tools
- Gmail/Outlook, Zoom
- Google Workspace, Microsoft Office Suite
Benefits & Compensation
- 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)
Work Mode
This is a global, fully remote role open to candidates in the Philippines, LATAM, South Africa, Kenya, and other remote regions.
Pearl Talent is an equal opportunity employer.
