Intake & Admissions Coordinator (Healthcare) - EST Hours (Remote)

ISTA Personnel Solutions South Africa is a dynamic and fast-growing BPO company based in South Africa, specializing in providing top-tier operational support to U.S.-based companies. We are not a recruitment agency — we are a dedicated extension of our clients’ teams, delivering high-quality service with precision, efficiency, and a personal touch.

We are currently partnering with a U.S.-based company who provide programs and support for children with emotional, behavioural, or developmental challenges.

We are seeking an organized and customer-focused Intake & Admissions Coordinator to manage the referral and admissions process across multiple developmental / educational centers. This role is the first point of contact for families and referral sources, ensuring a smooth, supportive, and professional experience from the initial inquiry through to scheduling assessments and enrolment.

PLEASE NOTE

• Working Hours: Monday to Friday 9am – 6pm EST (this currently equates to 15:00pm to midnight South African time, subject to change according to daylight savings with the US.)
• Public Holidays: You will be required to work on all South African public holidays (compensated as per BCEA)
• Work Environment: This is a fully remote role based in South Africa.
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and support for a wired Ethernet connection is mandatory
• Power Backup: A reliable power backup solution is required to manage load shedding and power outages. Applicants without a power backup cannot be considered

Key Responsibilities (not limited to)

• Serve as the main point of contact for incoming calls and referrals.
• Communicate with families in a warm, professional, and supportive manner to create a positive first impression.
• Conduct initial intake screenings, asking key questions to determine eligibility (e.g., verbal status, toilet training, funding/Medicaid information).
• Provide clear, accurate information about available programs and services (half-day, full-day, and school-based models).
• Coordinate and schedule assessments using shared calendars across multiple developmental / educational centres.
• Support the admissions process by capturing and recording essential client information for smooth program enrolment.
• Manage and maintain the CRM system, ensuring all referral data is accurate and up to date.
• Verify the accuracy and completion of all required forms for compliance and quality assurance standards.
• Monitor client interactions and ensure all necessary follow-ups are completed promptly and efficiently.

• Exceptional written and verbal communication skills in English.
• Previous experience in customer service, client intake, healthcare administration, or admissions.
• Strong organizational skills and attention to detail for managing calendars, records, and CRM data.
• Ability to manage multiple priorities, meet deadlines, and follow up consistently.
• Professionalism and empathy when handling sensitive family conversations.
• Proficiency with MS Office, MS Teams, Excel, CRM systems and other administrative tools.

If you are not contacted within 14 working days, please consider your application unsuccessful.