Job description

Position Overview

We are looking for a compassionate and detail-focused Healthcare Receptionist to join our team remotely from South Africa. This position involves managing the intake process of patients, keeping client records precise, and acting as the key point of contact for families and clinical staff including Board Certified Behavior Analysts (BCBAs) and Registered Behavior Technicians (RBTs). Ensuring accurate data entry, facilitating clear communication among stakeholders, and identifying operational trends are crucial to enhance service delivery.

Key Responsibilities

Warmly greet and assist patients, families, and visitors in a courteous and professional manner.
Oversee the patient intake process, ensuring all client information is thoroughly and accurately recorded in internal systems.
Maintain ongoing communication with parents, BCBAs, and RBTs to ensure coordinated and consistent service information.
Manage appointment scheduling, including handling updates, cancellations, and confirmations.
Regularly review client records for completeness and accuracy of documentation.
Monitor therapist attendance, identifying recurring issues such as frequent absences or scheduling conflicts, and escalate concerns appropriately.
Detect patterns and trends in client services and therapist availability to support operational improvements.
Handle referrals, confirming the receipt of all necessary documentation prior to service initiation.
Maintain precise and confidential electronic records in compliance with relevant policies.
Answer telephone calls, emails, and inquiries from patients promptly and professionally.
Provide administrative support including data entry, document filing, scanning, and management.
Work closely with clinical and administrative teams to facilitate seamless intake and onboarding for new clients.

Qualifications and Skills

Prior experience as a receptionist, in patient intake, healthcare administration, care coordination, or related customer service roles.
Experience within healthcare, medical, or clinical settings is highly desirable.
Fluent in spoken and written English, with excellent communication skills.
Strong interpersonal skills enabling professional interaction with parents, clinicians, and therapists.
High attention to detail ensuring data accuracy.
Strong organizational capabilities with aptitude for managing multiple tasks and deadlines efficiently.
Analytical thinking with the ability to identify trends, inconsistencies, and challenges in scheduling or service provision.
Proficiency in Microsoft Office applications and adaptability to learn new software platforms.
Familiarity with CRM systems is required; experience with CentralReach software is preferred.

Additional Information

Work schedule follows U.S. business hours (9 am to 5 pm EST).
This is a fully remote position based in South Africa.
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