Patient Intake Specialist

Department: Healthcare

Work Arrangement: Remote

Job Type: Independent Contractor, Full Time

Work Schedule: US Time Zone (expected to be flexible with the client's preference)

Locations: Philippines, LATAM, South Africa, Kenya, and other remote regions with excellent English communication skills

About Pearl Talent

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

Why Work with Us?

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.

Role Overview

The Patient Intake Specialist owns the front-end execution of healthcare intake workflows, ensuring patient records, documentation, and provider details are accurate, complete, and compliant before moving downstream.

This role is detail-intensive and process-driven, combining high-volume data management with proactive coordination across patients, providers, and internal teams. You'll act as a critical operational checkpoint—protecting data integrity, ensuring HIPAA compliance, and preventing downstream delays that affect patient care and service delivery.

This role is ideal for healthcare operators who thrive in structured environments, excel at quality control, and take pride in precision, follow-through, and operational discipline.

Your Impact

Your work will directly improve patient experience, turnaround time, and operational efficiency. By ensuring intake data is accurate from the start, you'll reduce rework, prevent compliance issues, and support timely care coordination. Your attention to detail and proactive issue resolution will strengthen healthcare delivery while maintaining the highest standards of data security and documentation quality.

Core ResponsibilitiesData Management & Quality Control — 35%

• Perform high-volume data entry and management of patient records and healthcare datasets
• Ensure completeness, accuracy, and consistency across intake systems
• Review incoming forms and documentation for errors or missing information
• Create clean, accurate base records prior to downstream processing
• Conduct detailed QA checks against provider-specific requirements
• Verify patient demographics, insurance details, and medical histories
• Maintain EHR and database hygiene through cleanup and deduplication
• Monitor workflows to proactively identify discrepancies or risks

Provider Research & Coordination — 25%

• Identify all providers and facilities involved in patient care
• Research billing providers, networks, and healthcare entities
• Verify provider credentials, participation, and submission requirements
• Document and maintain accurate provider records in internal systems
• Navigate provider portals and healthcare databases efficiently
• Coordinate directly with providers to resolve missing or unclear information
• Track non-standard provider requirements and escalate when needed

Intake Processing & Request Management — 20%

• Process patient intake requests and Release of Information (ROI) forms
• Build complete, submission-ready documentation packets
• Assign requests based on workload, priority, and specialization
• Ensure clean handoffs to downstream teams with complete context
• Track intake requests through defined stages and SLAs
• Manage scheduling data and maintain updated patient/provider records
• Handle volume spikes and priority shifts with accuracy and urgency

Compliance & Process Adherence — 10%

• Maintain strict HIPAA compliance in all workflows
• Follow SOPs for data handling, documentation, and communication
• Identify compliance risks and escalate appropriately
• Maintain audit-ready documentation and intake records
• Conduct final compliance checks before submission
• Stay current on healthcare regulations impacting intake operations

Communication & Escalation — 10%

• Communicate intake status clearly with patients, providers, and internal teams
• Resolve conflicting or missing information through coordinated follow-ups
• Handle patient inquiries professionally and compassionately
• Flag edge cases, blockers, or non-standard scenarios early
• Maintain clear documentation of issues and resolutions
• Provide regular updates to ensure stakeholder alignment

Requirements

Must-Haves (Required)

Experience

• years in patient intake, healthcare data entry, medical records, or healthcare operations
• Experience processing patient information or healthcare documentation at scale
• Proven track record of maintaining high data accuracy

Healthcare Knowledge

• Strong understanding of HIPAA and data confidentiality standards
• Familiarity with medical terminology and healthcare documentation
• Experience navigating provider networks and healthcare systems

Data & Systems

• Exceptional attention to detail and QA discipline
• Experience with EHR systems or healthcare databases
• Strong organizational and multitasking skills

Technical

• Proficiency in Google Sheets / Excel
• Strong PDF editing and document management skills
• Ability to learn healthcare software quickly

Communication

• Excellent written and verbal English
• Professional, empathetic communication style
• Confidence handling incomplete or ambiguous inputs

Work Style

• Process-driven, compliance-oriented executor
• Comfortable working independently in fast-paced environments
• Reliable PST/EST working-hour overlap

Nice-to-Haves (Preferred)

• 3+ years in healthcare intake or patient coordination
• U.S. healthcare system exposure
• Experience with ROI workflows
• Familiarity with Chartswap, Availity, or similar portals
• Experience with scheduling platforms (ClearCare, AlayaCare, AxisCare)
• Medical billing, coding, or insurance verification exposure
• Healthcare process improvement experience

Tools ProficiencyMust-Haves (Required)

• Adobe Acrobat and PDF management tools
• Google Sheets / Excel (advanced)
• EHR systems or healthcare databases
• Email, Slack, Zoom
• Google Workspace

Nice-to-Haves (Preferred)

• Provider portals (Chartswap, Availity)
• EHRs (Epic, Cerner, Athenahealth)
• Scheduling platforms (ClearCare, AlayaCare, AxisCare, WellSky)
• CRM or case management systems
• VoIP tools (OpenPhone, RingCentral, Klara)
• Task tracking tools (Asana, Notion, Trello)

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)

Our Recruitment Process

1. Application
2. Skills Assessment
3. Initial Screening
4. Top-grading Interview
5. Client Matching
6. Job Offer
7. Onboarding

Ready to Join Pearl Talent?

Build a long-term remote career supporting critical healthcare operations and improving patient care outcomes. Join Pearl Talent and bring your precision, healthcare expertise, and operational excellence to meaningful work.

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