Intake Specialist - EG002

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/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. Experience in home care agency operations or U.S.-based healthcare settings (preferred). Exposure to electronic health record (EHR) systems or EMR platforms (preferred). Familiarity with Chartswap or medical records exchange platforms (preferred). Background in revenue cycle operations, timesheet/payroll processing, or billing (preferred). Experience supporting law firms with medical records retrieval (preferred). Analytical mindset with ability to spot trends or anomalies in large datasets (preferred). Spanish-speaking proficiency for bilingual communication (preferred). Experience with VoIP and patient intake systems (OpenPhone, Klara, RingCentral) (preferred). Understanding of clinical workflows, provider pain points, and U.S. healthcare protocols (preferred). Exposure to QA-compliance workflows and case throughput management (preferred). Advanced functions and data management in Microsoft Excel and Google Sheets. Experience with database management and data entry platforms. Experience with ClearCare, AlayaCare, AxisCare, or equivalent scheduling software. Experience with Adobe Acrobat, PDF editing and combining tools. Experience with email (Gmail/Outlook), phone systems, video conferencing (Zoom). Experience with Google Workspace and Microsoft Office Suite. Experience with Salesforce, HubSpot, or equivalent CRM platforms (preferred). Experience with Trello, Asana, ClickUp, or similar project management tools (preferred). Experience with Electronic Health Records (EHR) systems or EMR software (preferred). Experience with Chartswap or medical records exchange platforms (preferred). Experience with reTool or custom workflow automation platforms (preferred). Experience with OpenPhone, RingCentral, Klara, or similar communication tools (preferred). Experience with Slack or Microsoft Teams for team coordination (preferred). Experience with internal scheduling applications or case management software (preferred).

Perform data entry and management of patient records, billing information, and healthcare datasets. Ensure accuracy, consistency, and completeness of all data processed across systems. Conduct regular audits of data systems to identify and correct errors. 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. Handle real-time caregiver-client scheduling, ensuring optimal matches. 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. Identify all relevant providers associated with client treatment. 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. 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, productivity, and case completion metrics. Document best practices and maintain updated SOPs for consistent operations. Support operational workflows including timesheet collection, payroll prep, and follow-ups. Provide backup coverage for urgent tasks such as payment processing or fax monitoring. Coordinate with back office, care managers, and cross-functional teams. Support training and onboarding of new team members to reach performance benchmarks. Maintain accurate scheduling and leave management documentation. Familiarize with compliance standards, internal workflows, and system protocols.