Intake Specialist & Care Coordinator

Job Title:Healthcare Receptionist

Location:South Africa

Job Type:Full-Time, Remote

Working Hours:US Hours (9am-5pm EST)

Salary:South African Rand (ZAR)

We are seeking a highly organised, personable, and proactiveHealthcare Receptionistto serve as the central point of contact between our staff, prospective clients, and the families we support.

This is a combined role coveringreception, client intake, care coordination, scheduling, and administration. The successful candidate will act as one consistent point of contact for both staff and families, ensuring communication is clear, accurate, and nothing falls through the cracks.

The role will take ownership of day-to-day client communication, intake, follow-up, care coordination, scheduling, and administrative tasks, allowing the business owner to focus on the continued growth and operation of the organisation.

Key Responsibilities
* Serve as a friendly and professional first point of contact for prospective and existing clients and families
* Answer and manage incoming calls, messages, and enquiries professionally and efficiently.
* Conduct regular weekly check-in calls with Registered Behavior Technicians (RBTs).
* Conduct regular weekly check-in calls with parents and families receiving services.
* Act as the primary point of contact between staff and families, ensuring information and updates are communicated accurately.
* Build positive and supportive relationships with clients, families, and staff.
* Identify and resolve issues proactively, escalating only when necessary.
* Conduct intake calls with prospective clients and families.
* Manage the intake process from the initial enquiry through to onboarding.
* Follow up consistently and professionally with prospective clients.
* Maintain an organised intake pipeline and ensure leads continue progressing through the process.
* Follow up persistently with unresponsive contacts while maintaining a professional, patient, and empathetic approach.
* Ensure all client and lead information is accurately recorded and maintained.
* Manage scheduling updates and changes for clients and staff.
* Maintain accurate client and staff profiles within the relevant systems.
* Resolve scheduling conflicts and complex scheduling situations using sound judgement and problem-solving skills.
* Manage schedule transitions, including changes between school-year and seasonal schedules.
* Send cancellation notices and relevant scheduling communications to clinical staff.
* Maintain accurate and up-to-date administrative records.
* Support with general administrative and coordination tasks as required.
* Keep communication organised and ensure important follow-ups are not missed.
* Proactively identify areas where processes can be improved.
* Learn and adapt to new processes, terminology, and systems quickly.

Systems & Tools

The successful candidate will work with:
* CentralReach
* Microsoft Teams
* Microsoft Excel
* Other Microsoft Office applications
Previous experience withCentralReach is advantageous but not required, as training can be provided.

Requirements
* Previous experience as a Healthcare Receptionist, Medical Receptionist, Patient Coordinator, Intake Coordinator, Care Coordinator, or in a similar client-facing administrative role.
* Strong experience handling inbound and outbound calls and communicating professionally with clients or patients.
* Experience managing appointments, schedules, follow-ups, or client pipelines.
* Excellent verbal and written English communication skills.
* Strong customer service, administrative, and organisational skills.
* Excellent problem-solving and critical-thinking abilities.
* Strong proficiency in Microsoft Office, particularly Microsoft Teams and Excel.
* Ability to work full-time during U.S. business hours.
* Ability to work independently in a remote environment.

Thinking of applying? Here's the inside scoop.

Let us walk you through the next steps.

Step 1 – Complete Your Application

Fill in our application form and upload your CV. This stores your profile in our Applicant Tracking System (ATS) and places you into our active job pipelines, making it easier for us to match you with current and future opportunities.

Step 2 – The First Look (One-Way Video Interview)

This is where your application comes to life. We review your CV and video interview to get a feel for your experience, communication style, and overall fit. If we like what we see, you're on to the next step!

Why do we ask for a video?

Because a résumé can tell us what you've done, but it can't show usyou. Your video is your moment to shine, and it helps us see:
* How you communicate and connect with people.
* How you present yourself professionally.
* Other opportunities you might be an even better fit for (bonus surprises!).
Think of it as your personal trailer. One great video means we can pitch you for multiple roles and get you in front of the right employers, faster.

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