Intake Specialist

About Crewbloom: Crewbloom is a premier global outsourcing and remote talent orchestrator that connects high-growth companies with elite, pre-vetted professionals globally. Operating under a high-performance, remote-first philosophy, Crewbloom enables modern organizations across tech, healthcare, and financial services to scale their customer operations with maximum flexibility. Guided by an inclusive, innovation-driven culture, Crewbloom provides its remote workforce with robust resources, high schedule autonomy, and structured pathways for long-term career evolution while delivering uncompromising operational excellence to global clients.

Position Overview

We are seeking a highly organized, process-driven, and compassionate Intake Specialist to manage the end-to-end enrollment cycle for prospective Applied Behavior Analysis (ABA) therapy clients under a permanent, full-time remote configuration based in the Philippines. Operating under the strategic direction of the Lead Intake Specialist, you will act as the definitive touchpoint for families, medical providers, and internal billing or clinical departments during the client onboarding journey. Shifting completely away from routine non-regulated corporate copy writing loops, generic standalone visual website styling, or baseline software engineering code deployment, you will run an active healthcare client enrollment, insurance verification, and prior authorization workflow laboratory. This position requires an administrative professional with 1–2 years of experience who navigates healthcare insurance systems fluidly natively using Virtual Assistant and coordination methods, processes sensitive records accurately under strict HIPAA privacy constraints, secures prior authorizations, manages case backlogs systematically within EHR or CRM tracking software, and fulfills comprehensive home-based technical power and connectivity redundancy metrics.

Key Responsibilities

• Referral Intake & Processing Governance: Receive, log, and process all incoming client referrals via phone, fax, email, and web portals into the centralized tracking infrastructure accurately and in real time natively utilizing Virtual Assistant guidelines.
• Insurance Eligibility Screening: Conduct foundational eligibility verifications to check client insurance coverage limits, benefit tiers, and specific ABA prior authorization parameters.
• Prior Authorization Support: Assist in assembling and submitting prior authorization requests to Medicaid, commercial insurance networks, and managed care payers, systematically tracking pending status updates.
• Clinical Document Coordination: Partner directly with clinical staff (BCBAs and LBAs) to aggregate required diagnostic evaluations, prescription logs, and consent forms to satisfy compliance metrics.
• Empathetic Family Communications: Serve as a clear, supportive guide for families navigating complex and unfamiliar healthcare systems, delivering timely status alerts, addressing pipeline delays, and answering enrollment questions.
• Caseload Data Integrity Auditing: Maintain complete, audit-ready data records across all assigned intake files, executing routine internal audits to uncover missing document sets or stalled workflow stages.
• Cross-Functional Service Handoff: Collaborate across internal billing, scheduling, and clinical operations squads to ensure a seamless, friction-free handoff from authorization clearance to active service delivery.
• HIPAA Compliance Enforcement: Maintain strict compliance with all HIPAA guidelines, security boundaries, and confidentiality policies when handling protected health information (PHI).

Required Skills & Qualifications

• A minimum of 1–2 years of proven professional history operating inside a Healthcare Intake, Patient Access Coordination, Insurance Verification Specialist, or identical clinical administrative support capacity.
• Grounded Health Insurance Terminology Literacy: Working knowledge of medical insurance processes, including prior authorizations, eligibility verifications, Explanation of Benefits (EOBs), and managed care structures.
• Demonstrated capability managing an active caseload of multiple client files simultaneously with high accuracy and attention to detail.
• Outstanding verbal and written communication strengths in English, with an established capability to communicate sensitively and professionally with families dealing with pediatric healthcare contexts.
• Highly proficient with core cloud productivity tools (such as Microsoft Office Suite or Google Workspace) and a verified history picking up web-based intake dashboards or CRM tools rapidly.
• Mandatory Workspace and System Redundancies:
  • Primary internet line with minimum speeds of 15 Mbps, supplemented by a backup connection of at least 10 Mbps functional during power disruptions.
  • Primary computer rig equipped with at least an Intel Core i5 (8th gen+), Core i3 (10th gen+), or AMD Ryzen 5 processor, paired with a minimum of 8 GB RAM, along with an functional backup computer device.
  • A dedicated, quiet home office setup equipped with a functional webcam, a professional noise-canceling USB headset, and a smartphone for verification loops.
• Location Context: Position operates under 100% remote parameters open exclusively to qualified administrative coordinators residing permanently within the Philippines.

Preferred Strategic Indicators (Nice to Have)

• Prior experience or domain familiarity operating explicitly within an ABA therapy, behavioral health, or pediatric healthcare platform.
• Familiarity navigating New York State Medicaid managed care plans or specialized commercial payer prior authorization portals.
• Bilingual Fluency: Complete written and verbal fluency in both English and Spanish is strongly preferred to assist diverse family networks.
• Hands-on operational history navigating enterprise Electronic Health Record (EHR) platforms or healthcare CRM architectures.

What We Offer

• Highly Competitive Philippine Remote Salary Matrix: A market-calibrated compensation structure matched to your healthcare coordination history, supplemented by global rewards within a fast-growing workspace.
• 100% remote work infrastructure freedom from any location in the Philippines, eliminating stressful commuting expenses while promoting exceptional work-life balance.
• Direct Enterprise Healthcare Credentials: Unique professional growth milestones achieved by managing vital operational pipelines that directly impact child wellness and behavioral development.
• Full integration inside a vibrant, highly inclusive, and tech-forward culture that provides continuous learning resources to propel your career paths forward.