Healthcare Intake and Operations Coordinator

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Oversee the comprehensive intake and onboarding process for new child-therapy clients.

• Facilitate new referrals and complete necessary intake procedures.

• Manage 5–10 active onboarding cases concurrently.

• Handle insurance verification and follow up on any outstanding information or approvals.

• Track onboarding progress, deadlines, documentation, and outstanding requirements.

• Coordinate transitions between families, therapists, billing partners, and internal teams.

• Identify suitable therapists and Board Certified Behavior Analysts (BCBAs).

• Arrange therapist availability and align providers with client needs.

• Create, publish, and manage job postings on Indeed.

• Utilize LinkedIn for candidate sourcing, outreach, and recruitment efforts.

• Conduct preliminary candidate interviews and facilitate therapist selection.

• Assist in the onboarding of therapists.

• Follow up with therapists regarding scheduled therapy sessions.

• Monitor and acquire completed and signed session notes.

• Identify and resolve delays, missing documentation, and issues in service delivery.

• Collaborate with the external billing company concerning client requirements.

• Maintain precise intake trackers, records, and onboarding documentation.

• Organize deadlines, follow-ups, handovers, and pending tasks.

• Introduce new team members to relevant contacts and establish communication channels.

• Provide updates on onboarding progress and identify potential bottlenecks.

• Recognize opportunities for process improvement and support additional operational and administrative tasks.

• Communicate effectively with families, therapists, billing partners, and internal team members to ensure smooth onboarding and service delivery.

⛳️ Requirements

• Prior experience in healthcare administration, client onboarding, intake coordination, case management, operations coordination, or a related role.

• Strong organizational and administrative capabilities.

• Demonstrated ability to manage multiple clients, projects, or workflows simultaneously.

• Excellent written and verbal communication skills in English.

• Confident in communicating with clients, healthcare professionals, and internal teams.

• Experience in coordinating appointments, service providers, documentation, or onboarding processes.

• Strong follow-up and task management skills.

• Proficient computer literacy and comfortable working with various systems.

• Ability to work independently and take ownership of responsibilities.

• Strong attention to detail and a commitment to maintaining accurate records.

• Previous experience in ABA, behavioral health, or child-therapy services is a plus.

• Experience in coordinating patient or client intake processes is advantageous.

• Familiarity with insurance verification and healthcare billing coordination is beneficial.

• Experience in sourcing or recruiting healthcare professionals is an advantage.

• Experience in interviewing and onboarding therapists or clinical staff is beneficial.

• Familiarity with Indeed and LinkedIn recruitment tools is a plus.

• Experience working with external billing companies is advantageous.

• Prior experience with US-based healthcare providers is beneficial.

• Must be available to assist with urgent operational matters on weekends when necessary.

• Must work Monday to Friday, 9:00 AM–5:00 PM Eastern Time (EST/EDT as applicable).

🏝️ Benefits

• Full-time remote position.

• Observes Jewish holidays instead of standard US public holiday arrangements.