Intake Coordinator

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

📋 Description

• Gather, assess, and maintain precise information about patients and their families.

• Validate patient documentation and pinpoint any missing or incomplete details.

• Organize appointments and assist with scheduling.

• Monitor cases and follow up on pending requirements.

• Keep accurate patient records in the appropriate systems.

• Ensure cases advance smoothly through the administrative processes.

• Communicate professionally and empathetically with parents, caregivers, and stakeholders.

• Clarify administrative procedures, documentation needs, and subsequent steps.

• Address inquiries via phone, email, and other channels.

• Refer complex questions or issues to the relevant team members.

• Assist in gathering and verifying information for insurance and service authorization processes.

• Manage patient information with confidentiality and ensure documentation is thorough, precise, and securely stored.

• Learn and implement healthcare workflows, insurance protocols, and authorization processes.

• Collaborate with internal teams to eliminate administrative obstacles and enhance patient experience.

• Utilize the client's ABA CRM and other systems to handle patient information and monitor case advancement.

• Record communications, follow-ups, and outstanding requirements accurately.

• Oversee multiple cases while adhering to deadlines and service expectations.

• Identify missing information or delays and take proactive steps to resolve them.

⛳️ Requirements

• Prior experience in medical reception, patient administration, healthcare customer service, case coordination, or a similar position.

• Experience in a medical practice, hospital, medical aid administration, managed healthcare provision, therapy practice, or healthcare contact center is a plus.

• Strong telephone communication skills and professional proficiency in written English.

• Ability to clearly, patiently, and sensitively explain processes to parents and caregivers.

• Exceptional organizational skills and capability to handle multiple cases at once.

• Keen attention to detail when collecting information, reviewing documentation, and maintaining records.

• Proactive follow-up approach and ability to manage tasks autonomously.

• Confidence in using CRM platforms, patient management systems, email, spreadsheets, and online scheduling tools.

• Capacity to learn new systems, terminology, and healthcare procedures.

• Reliable internet connection and a conducive remote working environment.

• Availability from Monday to Friday, 9:00 AM to 5:00 PM Eastern Time, including seasonal daylight-saving adjustments.

• Previous ABA experience is not mandatory.

• Familiarity with ABA, behavioral health, autism services, therapy practices, or allied healthcare is preferred.

• Experience aiding patients or families through healthcare administrative processes is desirable.

• Knowledge of medical aid, insurance verification, treatment authorizations, or referral coordination is advantageous.

• Experience working with US-based healthcare providers or clients is preferred.

• Required: Familiarity with ABA CRM (training may be provided depending on the system).

🏝️ Benefits

• Competitive salary and benefits package.

• Opportunities for professional growth and development.

• Supportive work environment with a focus on patient-centered care.