Intake Specialist

Working Hours: 10:00 AM – 7:00 PM EST

Schedule: Monday – Friday, with occasional weekend availability required (still 5 days per week)

Salary: R13,000 – R15,000 CTC per month + commission

Location: Remote, South Africa

About the Company

Outsourcing To South Africa delivers cost-effective, high-quality business solutions by connecting global companies with highly skilled South African professionals.

Our client is a healthcare marketing and lead generation agency specialising in generating leads for ABA therapy, autism evaluations, and other healthcare clinics.

They are looking for a highly motivated Intake Specialist to become the first point of contact for families seeking healthcare services and help connect them with the right clinics and providers.

🧩 About the Role

As an Intake Specialist, you’ll speak directly with parents who are concerned about their child and guide them through the first steps toward getting the support they need.

This is not simply a scheduling role. It is a high-impact, parent-facing position where your ability to build trust, respond quickly, communicate clearly, and follow through can directly influence whether a child receives the services they need.

📞 Key Responsibilities

• Respond to new leads within 5–10 minutes via calls, texts, and emails
• Speak with parents to understand their concerns, needs, and circumstances
• Clearly explain services including autism evaluations and ABA therapy
• Guide families through screenings, evaluations, assessments, and next steps
• Schedule appointments using internal calendars
• Collect and accurately record intake information, insurance details, and required documentation
• Follow structured follow-up processes across calls, texts, and emails
• Maintain consistent communication with leads over multiple days when required
• Accurately update lead statuses, notes, and activity in ClickUp CRM
• Maintain a warm, supportive, professional, and empathetic tone in every interaction

⚡ Daily Expectations

This is a fast-paced, high-volume role where speed and consistency matter.

You will be expected to:

• Handle a high volume of outbound calls
• Respond to new leads quickly
• Follow up consistently with every assigned lead
• Communicate clearly and accurately
• Never provide misleading or incorrect information
• Keep detailed and accurate CRM records
• Stay organised while managing multiple leads simultaneously

🎯 What Success Looks Like

Success in this role means:

• Responding quickly to every new lead
• Building trust and rapport with families
• Maintaining a strong contact rate
• Converting qualified leads into scheduled appointments
• Providing clear, accurate information
• Consistently following up until the lead reaches the appropriate next step
• Keeping CRM records accurate and up to date

✅ Requirements

• 1+ year of experience in intake, customer service, call centre, healthcare coordination, or a similar role
• Excellent phone presence — friendly, confident, conversational, and professional
• Ability to build trust quickly with parents
• Highly organised and detail-oriented
• Comfortable working in a fast-paced, high-volume environment
• Tech-savvy and comfortable learning CRM and digital tools
• Strong written and verbal English communication
• Reliable internet connection and a quiet workspace
• Strong sense of urgency and accountability

⭐ Preferred, But Not Required

• Experience in ABA, autism services, or healthcare
• Familiarity with insurance basics, Medicaid, or commercial insurance
• Previous patient intake or patient coordination experience
• Experience using ClickUp, GoHighLevel, or similar CRM platforms

💡 The Person We're Looking For

We're looking for someone who is:

⚡ Urgent – You respond quickly and never allow leads to sit untouched.

🗣️ A strong communicator – You can make parents feel heard, understood, and supported.

🎯 Results-driven – You care about turning conversations into real outcomes.

📚 Coachable – You take feedback well and are always looking to improve.

🔄 Consistent – You follow through and don't let leads fall through the cracks.

😊 Warm but professional – You have a natural, friendly phone presence without sounding stiff or scripted.

If you're a people person who thrives in a fast-paced environment and wants to make a real difference in the healthcare journey of families, we'd love to hear from you!