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About the job
Patient Intake Coordinator
Location: Remote (LATAM or South Africa, working US Central hours)
Compensation
LATAM: USD $1,250 to $1,450 per month (Depending on experience)
South Africa: USD $1,350 to $1,600 per month (Depending on experience)
Industry: Healthcare / Medical Practice
Schedule: Monday through Friday, 8:00 AM to 5:30 PM Central Time (Chicago) with one 45 minute break
About The Company
Our client is a high volume private medical practice specializing in Rheumatology, Infusion Therapy, and Sports Medicine. The practice manages complex patient cases and a significant daily call volume.
Because of the nature of the work, the team operates with a high level of structure, accountability, and responsiveness. Operational reliability and strong patient communication are essential to maintaining the quality of care and efficiency of the clinic.
Role Overview
The Patient Intake Coordinator is responsible for managing new patient inquiries, scheduling evaluations, coordinating medical records, and supporting patient onboarding.
This role is often the first point of contact for prospective patients, making professionalism, empathy, and clear communication critical. The coordinator must be organized, responsive, and comfortable managing a high volume of calls and administrative tasks throughout the day.
This role is best suited for someone who thrives in a structured environment and can maintain consistent availability during business hours while supporting a busy clinical team.
Key Responsibilities
Answer inbound calls from prospective patients
Schedule new patient evaluations accurately and efficiently
Return missed calls the same day
Convert inbound inquiries into scheduled patient appointments
Manage and update lead pipelines in Zoho CRM
Respond promptly to email and digital patient inquiries
Request and track medical records for new patients
Ensure patient records are organized prior to scheduled visits
Assist patients with connecting to telehealth appointments when needed
Accurately log patient payments within the ledger system
Communicate scheduling conflicts or operational issues to leadership quickly
Required Hard Skills
Minimum six months of experience working in a healthcare office or medical administrative environment
Experience with patient scheduling, intake coordination, or medical office operations
Proficiency with Google Workspace including Docs, Sheets, and Chat
Strong ability to multitask while managing calls, scheduling, and documentation
Comfort working with CRM systems such as Zoho or similar platforms
Ability to organize and track patient documentation and medical records
Soft Skills
Clear and professional verbal communication
Strong attention to detail
Reliable and responsive during working hours
Ability to work independently in a remote environment
Strong organizational and time management skills
Comfort working in a structured, high accountability environment
Technical Requirements
Stable high speed internet connection
Quiet and professional home workspace
Computer capable of running multiple programs simultaneously
Two working monitors required
Backup internet and power supply strongly preferred
Strict Availability Requirements
This is a full time role that requires full availability during business hours.
Employees must be actively online and working from 8:00 AM to 5:30 PM Central Time Monday through Friday.
A single 45 minute break is permitted during the workday.
This role cannot be performed while managing another job or outside commitments during scheduled hours.
If availability becomes inconsistent after hiring, employment may be terminated.
Candidates should only apply if they can fully commit to the listed schedule.
Performance Metrics
The success of this role is measured through the following operational benchmarks:
At least 80 percent of new patient calls answered on the first attempt
100 percent of missed calls returned the same day
All email inquiries answered within one hour during business hours
At least 50 percent conversion rate from inquiry to scheduled appointment
Patient Intake Coordinator
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