Intake Specialist

Work Arrangement: Fully Remote

Job Type: Full-Time

Work Schedule:

• Split-shift availability required:

• Morning block (e.g., 7:00 AM – 11:00 AM PST)

• Evening block (e.g., 4:00 PM – 8:00 PM PST)

*May adjust to a continuous 8-hour shift depending on evolving needs*

Holiday Orientation: US Holidays

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:Watch here

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. We also provide retention bonuses at 3, 6, 9, and 12 months, as well as community-driven benefits like an annual retreat.

About the Company

The Company is the fastest-growing home care franchisor, with over 500 independently operated locations across the United States. Since 1999, the Company has empowered people to age and recover where they feel safest—at home. Recognized as a Best of Home Care National Provider for eight consecutive years, the Company is built on delivering compassionate care with clinical-grade operational precision.

The work culture emphasizes accountability, empathy, integrity, and operational excellence—every team member is expected to contribute meaningfully to a high-performing environment that directly improves people's lives.

Role Overview

This Operations Lead/Intake Specialist will act as the operational nerve center of its client-caregiver coordination. They'll own the scheduling matrix, manage day-to-day logistics, and serve as a vital communication hub between clients, caregivers, and office staff. This role is crucial for maintaining continuity of care, maximizing caregiver utilization, and creating a seamless experience for every client.

Key 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.

Immediate Tasks (Week 1):

• 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).

Requirements
Must-Haves:

• 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

Nice-To-Haves:

• 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

Compensation Package:

• 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

Our Recruitment Process:

1. Application
2. Screening
3. 30 minute Interview
4. Skills Assessment
5. Client Interview
6. Job Offer
7. Client Onboarding

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