Pearl Talent is looking for a Medical Records Intake Coordinator to join our team. In this role, you will ensure the timely capture, organization, and routing of all incoming medical records, invoices, and related documentation. You'll operate within a fast-paced healthcare environment, monitoring multiple digital channels to prevent missed documents and maintaining meticulously structured tracking systems. Pearl connects you with exceptional opportunities to work alongside visionary US and EU founders in roles where you can grow and build a meaningful career.
What You'll Do
- Monitor email inboxes, fax dashboards, provider portals, and secure websites throughout the workday.
- Download all incoming records, invoices, and documents promptly.
- Ensure correct file naming, logging, and storage based on internal standards.
- Maintain uninterrupted monitoring coverage to prevent missed items.
- Update and manage structured tracking sheets documenting all channels and timestamps.
- Follow a consistent monitoring cadence to ensure full coverage across all accounts.
- Validate that all expected sources have been reviewed with no gaps.
- Categorize documents into primary types (invoices vs. medical records).
- Upload files into the correct sections of internal proprietary systems.
- Ensure all uploads meet accuracy, formatting, and completeness expectations.
- Communicate with internal teams regarding missing documents or unresponsive providers.
- Flag outdated or unusual provider websites requiring specialized handling.
- Provide concise, timely updates and escalate issues as necessary.
What We're Looking For
- Strong technical proficiency navigating portals, PDFs, secure websites, and fax dashboards.
- Excellent organizational skills with experience managing structured, repetitive workflows.
- High attention to detail with the ability to detect discrepancies or missing items.
- Consistent performance processing repetitive tasks at speed and accuracy.
- Clear written communication for updates, documentation, and escalations.
- Reliable, process-driven work style with strict adherence to SOPs.
Nice to Have
- Experience with medical records retrieval or document-processing platforms (e.g., Datavant, ChartSwap, MRO, CIOX/HealthPort, Verisma, Sharecare).
- Background in document-heavy roles such as document processor, ROI specialist, or medical records intake.
- Familiarity with provider-specific medical portals.
Technical Stack
- Email and communication tools
- PDF tools and document download utilities
- Secure provider portals
- Fax dashboards and online fax systems
- Internal proprietary platforms
- Spreadsheet tools (Google Sheets, Excel)
- Medical records retrieval platforms (preferred): Datavant, Ciox, MRO, ChartSwap, Verisma, Sharecare
Benefits & Compensation
- Competitive Salary: Based on experience and skills
- Remote Work: Fully remote—work from anywhere
- Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
- Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
- Generous PTO: In accordance with company policy
- Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
- Direct Mentorship: Guidance from international industry experts
- Learning & Development: Ongoing access to resources for professional growth
- Global Networking: Connect with professionals worldwide
Work Mode
This is a fully remote role open to candidates located in Mexico City (Mexico), Bogotá (Colombia), Buenos Aires (Argentina), Metro Manila (Philippines), and Central Visayas (Philippines).
Pearl Talent is an equal opportunity employer.
