Intake & Scheduling Specialist
This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Intake & Scheduling Specialist based in South Africa.
This is a remote, client-facing coordination role focused on supporting intake operations and scheduling within a structured, fast-paced service environment. You will act as a key point of contact for families and clients, ensuring smooth coordination of appointments, accurate intake processing, and timely communication across all stakeholders. The role requires a strong sense of organization, attention to detail, and the ability to manage multiple scheduling workflows simultaneously. You will play an important part in maintaining operational accuracy and delivering a positive experience throughout the intake journey. Working U.S. hours, you will collaborate closely with internal teams while supporting time-sensitive scheduling needs. This position is ideal for someone who is calm under pressure, highly structured, and confident in managing both administrative and client-facing responsibilities in a remote setting.
Accountabilities
- Coordinate intake scheduling processes and manage appointment booking for clients and families.
- Communicate clearly and professionally with families, clinical teams, and internal stakeholders to ensure smooth coordination.
- Manage intake workflows, updates, and documentation with accuracy and consistency.
- Maintain up-to-date client records, scheduling systems, and intake-related information.
- Handle appointment follow-ups, confirmations, cancellations, and rescheduling in a timely manner.
- Support administrative intake operations and ensure all required documentation is completed correctly.
- Track scheduling changes and intake progress while flagging issues or gaps proactively.
- Assist with reporting, data entry, and workflow coordination across intake operations.
- Ensure confidentiality, professionalism, and accuracy in all client communications and records.
- Support additional administrative and scheduling tasks as needed to maintain operational efficiency.
- Bachelor’s degree (preferred) in a relevant field such as administration, healthcare, or business.
- Previous experience in scheduling, intake coordination, healthcare administration, customer service, or administrative support.
- Strong communication skills with a professional, calm, and client-focused approach.
- Excellent attention to detail and strong organizational abilities.
- Ability to manage multiple tasks and priorities in a fast-paced, remote environment.
- Experience working with tools such as Microsoft Teams is preferred.
- Familiarity with systems such as Qglobal and IntakeQ is a plus.
- Strong problem-solving skills and ability to work independently with minimal supervision.
- Comfortable working U.S. hours (9am–5pm EST).
- Experience in US-based healthcare or ABA environments is an advantage.
- Reliable internet connection and a suitable home office setup.
- Fully remote position working from South Africa.
- Stable full-time employment with structured working hours aligned to the U.S. (EST).
- Opportunity to gain experience in a specialized healthcare-related intake environment.
- Supportive and structured remote working setup.
- Exposure to US-based operational workflows and healthcare processes.
- Competitive salary paid in South African Rand (ZAR).
- Clear processes and defined responsibilities to support operational success.