Intake Specialist - EG002

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

Pearl 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.

Hear why we exist, what we believe in, and who we're building for: WATCH HERE

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.

The 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 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.

Data Management & Quality Assurance (35%)

• Perform data entry and management of patient records, billing information, and critical healthcare datasets
• Ensure accuracy, consistency, and completeness of all data processed across systems
• 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
• Maintain ≥95% documentation accuracy in both internal and client-facing notes
• Input and verify new datasets according to daily requirements and quality standards

Healthcare Coordination & Scheduling (30%)

• 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 (ClearCare, AlayaCare, AxisCare) with updated client/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
• Flag inconsistencies, no-shows, and coordinate with care managers for incident reporting
• Assign requests to appropriate team members based on workload and utilization
• Ensure 100% of escalations are logged and resolved within 24 hours

Provider Research & Medical Records Management (20%)

• 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
• Ensure ≥90% case completion within assigned periods by accurately adding providers to requests
• Escalate special provider requirements or edge cases to appropriate Client Success Managers
• Track and manage medical records retrieval processes from initiation through completion
• Coordinate with law firms' case managers to resolve missing or conflicting information

Process Improvement & Compliance (10%)

• Collaborate with teams to streamline data workflows and improve operational processes
• Maintain strict compliance with HIPAA and relevant data security regulations
• Ensure HIPAA-compliant behavior and adherence to U.S. healthcare data protocols
• Contribute to at least one measurable process improvement per quarter
• Identify gaps in coverage, workflow bottlenecks, and propose solutions
• Generate reports on staffing coverage, fulfillment rates, and case throughput management

• Spreadsheets & Microsoft Excel, Google Sheets (advanced functions, data management)
• Database Systems: Experience with database management and data entry platforms
• Healthcare Scheduling: ClearCare, AlayaCare, AxisCare, or equivalent scheduling software
• PDF Management: Adobe Acrobat, PDF editing and combining tools
• Communication: Email (Gmail/Outlook), phone systems, video conferencing (Zoom)
• Documentation: Google Workspace, Microsoft Office Suite

• CRM Systems: Salesforce, HubSpot, or equivalent platforms
• Project Management: Trello, Asana, ClickUp, or similar tools
• Healthcare Platforms: Electronic Health Records (EHR) systems, EMR software
• Medical Records: Chartswap or medical records exchange platforms
• Workflow Tools: reTool or custom workflow automation platforms
• VoIP Systems: OpenPhone, RingCentral, Klara, or similar communication tools
• Collaboration: Slack, Microsoft Teams for team coordination
• Admin Tools: Internal scheduling applications, case management software

Benefits

• 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)