Intake Specialist and Operations Lead

Summary

Join Pearl Talent and work as a fully remote Operations Lead/Intake Specialist for a leading home care franchisor. This role is crucial for client-caregiver coordination, involving real-time scheduling, communication, and logistics management. You will utilize scheduling software, proactively communicate with clients and caregivers, and ensure optimal care continuity. The position requires 5+ years of home health scheduling experience, proficiency in scheduling platforms, and strong organizational skills. Benefits include generous PTO, direct mentorship, learning and development opportunities, and a flexible work-life balance.

Requirements

• 5+ years of experience in home health / healthcare scheduling or patient coordination
• Proficiency in scheduling platforms like ClearCare, AlayaCare, AxisCare, or equivalent
• Excellent written and spoken English (neutral accent)
• Strong organizational and time management skills under shifting priorities
• HIPAA-compliant behavior and familiarity with U.S. healthcare data protocols
• Experience working PST hours

Responsibilities

• Handle real-time caregiver-client scheduling , ensuring optimal match based on skill, location, and availability
• Monitor incoming care requests and coordinate responses within SLAs
• Maintain scheduling software (e.g., ClearCare, AlayaCare, AxisCare, etc.) with updated client/caregiver details
• Communicate proactively with caregivers and clients to confirm schedules, address changes, and manage coverage gaps
• Coordinate with care managers and back office for incident reporting and staff follow-ups
• Flag inconsistencies or no-shows, manage schedule adjustments on the fly
• Identify gaps in caregiver coverage and work cross-functionally to resolve
• Generate reports on staffing coverage, fulfillment rates, and productivity
• Support operational workflows such as timesheet collection, payroll prep, and follow-ups if capacity allows
• Complete system training on internal scheduling tools and SOPs
• Shadow outgoing schedulers or care managers to understand The Company's process
• Start observing live scheduling adjustments and client/caregiver communication patterns
• Begin drafting and confirming schedules under supervision
• Review and understand caregiver/client preference profiles and recurring care needs
• Align with operational lead on additional duties (e.g. RCM-lite tasks, timesheet checks)

Preferred Qualifications

• Exposure to revenue cycle operations or timesheet/payroll processing
• Background in home care agency operations
• Familiarity with VoIP and patient intake systems (e.g. OpenPhone, Klara, RingCentral)

Benefits

• Remote Work: Fully remote—work from anywhere
• Generous PTO: Ample paid time off to rest and recharge
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance