Intake Specialist and Operations Lead

Summary

Join Pearl Talent and work as a fully remote Operations Lead/Intake Specialist for a rapidly growing home care franchisor. This role is the operational hub, coordinating client-caregiver scheduling, managing logistics, and ensuring seamless communication. You will handle real-time scheduling, monitor care requests, maintain scheduling software, and proactively communicate with clients and caregivers. The position requires 5+ years of experience in home health scheduling, proficiency in scheduling platforms, and excellent communication skills. You will also need to be HIPAA compliant and familiar with US healthcare data protocols. The company offers a generous compensation package including ample paid time off, 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 SYNERGY’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