Medical Intake Specialist

Work Arrangement: Fully Remote

Job Type: Full-Time

Work Schedule: 40 Hours/Week, US Business Hours

Location: Remote

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:

Why Work with Us?:

We're not just another recruiting firm—we focus on placing candidates with exceptional US and EU founders who prioritize the long-term success of their team members.

About the Company:

Our client is a healthcare technology startup backed by top venture investors. The company is transforming how medical records are collected and summarized for law firms and healthcare providers. By automating record retrieval and using AI to generate intelligent summaries, they reduce what once took weeks into a process that takes only hours, empowering attorneys, providers, and patients with faster, more accurate access to medical histories

Role Overview:

As a Medical Intake Specialist, you'll play a critical role in the medical records retrieval process. You'll ensure every intake request is accurate, complete, and optimized for downstream success. Your attention to detail, communication skills, and ability to manage multiple moving pieces will directly impact the speed, accuracy, and quality of service our clients receive. This role is ideal for someone who thrives in a fast-paced, detail-oriented environment where precision, accountability, and problem-solving are essential.

Key Responsibilities:

Provider Research & Identification

• Identify all relevant providers associated with a client's treatment, not just the main facility submitted by the law firm.
• Locate billing providers and related entities using tools such as Chartswap, prior requests, and direct provider calls.
• Ensure ≥90% case completion within assigned periods by accurately adding all identified providers to the request in the admin app.

Request Creation & Quality Control

• Review and correct incoming ROIs (Release of Information forms), which are incomplete or inaccurate in most cases.
• Prepare accurate base forms and generate complete submission packets.
• Conduct thorough QA reviews of each ROI packet, ensuring cover letters, affidavits, and provider-specific requirements are correct.
• Maintain ≥95% documentation accuracy in both internal and client-facing notes, with 5–10% of cases reviewed weekly for compliance.

Request Assignment & Escalation

• Assign requests to the appropriate records team member based on workload and utilization.
• Escalate special provider requirements or edge cases to the appropriate Client Success Manager (CSM).
• Ensure 100% of escalations are logged and resolved within 24 hours by coordinating with law firms' case managers to resolve missing or conflicting information.

Team Support & Process Improvement

• Provide 100% coverage for urgent backup tasks such as payment processing or fax monitoring when needed.
• Contribute to at least one measurable process improvement per quarter (e.g., reducing turnaround times or streamlining workflow).
• Support training and onboarding of new team members, helping them reach ≥80% throughput benchmarks within 30 days.
• Ensure adherence to scheduling and leave management with accurate documentation.

Requirements:

Must-Have:

• Prior experience requesting medical records from providers on behalf of law firms, with proven ability to meet turnaround time and throughput targets.
• Strong attention to detail—demonstrated ability to maintain ≥95% accuracy in documentation and ROI packet preparation.
• Proficiency with Adobe and PDF editing/combining tools.
• Excellent written and verbal communication skills for handling escalations and client coordination.
• Proactive problem-solving mindset and ability to manage multiple requests simultaneously, ensuring timely completion within client SLAs.

Nice-to-Have:

• Familiarity with Chartswap or other medical records exchange platforms, which support faster turnaround times.
• Experience in U.S.-based legal or healthcare settings, particularly with case throughput and QA-compliance workflows.
• Spanish-speaking proficiency (a plus, especially for cases requiring bilingual communication).

Benefits:

• Remote Work: Fully remote, work from anywhere
• PTO: Generous paid time off
• Mentorship: Direct mentorship from U.S.-based legal and funding experts
• Learning & Development: Access to learning resources to grow your legal and client service skills
• Community: Join a growing global network of professionals across LATAM, South Africa, and the Philippines