Intake Specialist (Healthcare)

Somewhere; Johannesburg; Remote; USD 25,000 - 35,000; Full time

Job summary

A healthcare organization is seeking an Intake Specialist to facilitate the onboarding process for families seeking ABA therapy services. The role involves managing intake data, supporting families, and ensuring compliance with healthcare documentation standards. Ideal candidates have administrative experience and strong communication skills, and they will operate remotely while meeting key performance metrics.

Benefits

Collaborative team environment

Flexible work options

Training and onboarding support

Qualifications

• 1+ years of experience in healthcare or administrative roles preferred.
• Strong organizational and communication abilities.
• Experience with CRM platforms such as HubSpot.

Responsibilities

• Conduct initial family contact & intake process.
• Manage data entry and maintain CRM records.
• Assist families with their secure intake portal.

Skills

Organizational skills

Communication

Time management

CRM proficiency

Confidentiality handling

Tools

CRM platforms

Job description

Job Title: Intake Specialist

Schedule: Full-Time (40 hours/week), Monday-Friday, 12:00 PM-8:00 PM EST

Location: Remote

Reports To: Intake Manager or Clinical Operations Lead

About The Role

We are seeking a highly organized, detail-oriented, and compassionate Intake Specialist to be the first point of contact for families pursuing ABA therapy services. You will play a critical role in ensuring a smooth and supportive onboarding experience by gathering necessary information, entering and tracking data in our CRM (HubSpot), and helping families complete the intake process through our secure portal.

Key Responsibilities

• Initial Family Contact & Intake
• Call prospective families to gather essential demographic and referral information.
• Act as a supportive and empathetic resource for families navigating the intake process.
• Data Entry & CRM Management
• Accurately enter and update all intake information in HubSpot.
• Manage intake-related tasks within the CRM to ensure smooth workflow progression.
• Portal Management
• Invite families to the secure intake portal and assist them in completing required documentation.
• Monitor portal activity and provide follow-up support as needed.
• Insurance & Documentation Coordination
• Submit Verifications of Benefits (VOBs) to insurance providers using Silna and track responses.
• Send Releases of Information (ROIs) to collect necessary medical or referral records.
• Process all incoming faxes, upload relevant documents to CRM, and ensure accurate recordkeeping.
• Inbound Communication
• Respond to incoming phone calls during business hours and provide timely, helpful support to prospective families.
• Maintain professionalism, confidentiality, and empathy in all communications.
  

Performance Metrics & Expectations

• Intake Completion: Minimum of 5 completed intakes per day (25 per week).
• VOB Submission: 100% of VOBs submitted within 12 hours of intake completion; zero escalations due to incorrect data.
• Fax Processing: No outstanding faxes by end of shift; 100% accuracy in data entry.
• ROI Management: 100% of ROIs sent by end of shift.
  
  

Required Qualifications

• 1+ years of experience in a healthcare, administrative, or customer-facing role (intake experience preferred).
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Experience with CRM platforms such as HubSpot (or willingness to learn quickly).
• Proficiency in handling confidential information with sensitivity and discretion.
• Comfortable working independently in a fast-paced, remote environment.
  
  

Preferred Qualifications

• Familiarity with ABA therapy or behavioral health services.
• Experience with HIPAA-compliant documentation handling.
• Previous experience working with insurance verification systems (e.g., Silna).
  
  

What We Offer

• Collaborative, mission-driven team
• Opportunity to grow in a rapidly expanding healthcare organization
• Flexible remote work
• Supportive onboarding and training