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 proactive Healthcare Receptionist to serve as the central point of contact between our staff, prospective clients, and the families we support. This is a combined role covering reception, 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…