About The RoleWe are looking for a highly organised patientfocused Intake Coordinator to join our clients team and support families navigating the process of accessing healthcare servicesThis role is ideal for someone with experience in medical reception patient administration healthcare customer service case coordination or a similar healthcare environment You will be responsible for collecting patient information verifying documentation coordinating appointments following up on outstanding requirements and ensuring that cases progress smoothly through the appropriate processesYou will communicate regularly with parents caregivers and internal teams providing clear guidance and compassionate support throughout the processPrevious experience in Applied Behaviour Analysis ABA is not essential The successful candidate will receive guidance on ABA terminology US healthcare processes and the clients insurance and authorisation proceduresRequirementsKey ResponsibilitiesPatient Coordination and AdministrationCollect review and maintain accurate patient and family informationVerify patient documentation and identify missing or incomplete informationCoordinate appointments and support the scheduling processTrack individual cases and ensure outstanding requirements are followed up promptlyMaintain accurate and uptodate patient records within the relevant systemsEnsure cases progress efficiently through the required administrative stagesPatient and Family CommunicationCommunicate professionally and compassionately with parents caregivers and other relevant stakeholdersExplain administrative processes documentation requirements and next steps clearlyRespond to enquiries via telephone email and other communication channelsFollow up on outstanding information and documentation to prevent unnecessary delaysEscalate complex queries or issues to the appropriate team membersHealthcare Administration and ComplianceSupport the collection and verification of information required for insurance and service authorisation processesFollow established procedures for handling patient information and maintaining confidentialityEnsure documentation is complete accurate and stored appropriatelyLearn and apply the clients healthcare workflows insurance requirements and authorisation proceduresWork collaboratively with internal teams to resolve administrative bottlenecks and improve the patient experienceSystems and ReportingUse the clients ABA CRM and other relevant systems to manage patient information and track case progressMaintain accurate records of communications followups and outstanding requirementsMonitor multiple cases simultaneously while meeting deadlines and service expectationsIdentify missing information or delays and take proactive steps to resolve themRequirements and QualificationsPrevious experience in medical reception patient administration healthcare customer service case coordination or a similar roleExperience working within a medical practice hospital medical aid administrator managed healthcare provider therapy practice or healthcare contact centre is advantageousStrong telephone communication skills and professional written EnglishAbility to explain processes clearly patiently and sensitively to parents and caregiversExcellent organisational skills and the ability to manage multiple cases simultaneouslyStrong attention to detail when collecting information reviewing documentation and maintaining recordsA proactive approach to followups with the ability to manage tasks independently and see them through to completionConfidence using CRM platforms patient management systems email spreadsheets and online scheduling toolsAbility to learn new systems terminology and healthcare proceduresA reliable internet connection and a suitable remote working environmentAvailability to work Monday to Friday 900 AM 500 PM Eastern Time including the seasonal daylightsaving time changesPreferred ExperienceExposure to ABA behavioural health autism services therapy practices or allied healthcareExperience supporting patients or families through healthcare administration processesFamiliarity with medical aid insurance verification treatment authorisations or referral coordinationExperience working with USbased healthcare providers or clientsPlease note Previous ABA experience is not required Candidates with strong transferable healthcare administration and patient coordination experience are encouraged to applySoftware and ToolsRequired ABA CRM training may be provided depending on the systemOther tools To be confirmedWhat Were Looking ForWe are looking for someone who is empathetic dependable and highly organised with a genuine commitment to helping families navigate healthcare processes The ideal candidate communicates confidently maintains professional and clear English pays close attention to detail and takes ownership of followups without needing constant remindersIf you have a background in healthcare administration and enjoy h
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