Healthcare Intake Specialist /QA Specialist

About the Role

We’re looking for a detail-oriented and professional Healthcare Quality Assurance & Onboarding Coordinator to support quality assurance, documentation compliance, and onboarding within a healthcare services environment.

The ideal candidate is organised, communicates confidently, and enjoys working with detailed processes that require accuracy and consistency. You’ll play an important role in ensuring that Registered Behavior Technicians (RBTs) submit accurate and complete session notes, follow the required documentation standards, and understand how to use the relevant software and systems.

While the primary focus will be quality assurance and onboarding, the role may also involve occasional HR and administrative support as needed. We’re looking for someone who is adaptable, takes initiative, and is comfortable stepping in to assist outside their core responsibilities when required.

Requirements

Key Responsibilities

Quality Assurance & Documentation

• Review session notes and clinical documentation to ensure accuracy, completeness, and compliance with established standards.
• Monitor documentation submissions and follow up with RBTs to ensure outstanding or incorrect session notes are addressed promptly.
• Identify missing information, inconsistencies, and recurring documentation issues, escalating concerns where necessary.
• Maintain accurate records and trackers to monitor documentation quality, outstanding items, and compliance deadlines.
• Support the implementation and maintenance of quality assurance processes and procedures.

Onboarding & Software Training

• Assist with onboarding new RBTs, ensuring they understand documentation requirements, internal processes, and relevant procedures.
• Train new team members on how to navigate and use the relevant software and systems.
• Provide guidance and ongoing support to RBTs who need assistance with documentation or system-related queries.
• Follow up with new starters to ensure they are comfortable with the systems and are meeting the required standards.

Communication & Team Support

• Communicate professionally with RBTs and internal team members regarding documentation requirements, outstanding tasks, and areas for improvement.
• Provide clear instructions and constructive feedback to help maintain high standards of documentation.
• Work collaboratively with relevant teams to resolve documentation issues and support smooth day-to-day operations.
• Assist with occasional HR-related tasks and general administrative duties when needed.

Requirements

• Previous experience in quality assurance, compliance, documentation review, onboarding, training, or a similar coordination role.
• Experience in a healthcare environment is preferred, with healthcare quality assurance experience considered a strong advantage.
• Strong attention to detail and the ability to identify errors, inconsistencies, and missing information.
• Excellent written and verbal communication skills.
• A professional, patient, and organised approach to following up with team members.
• Comfortable with repetitive, detail-heavy tasks that require accuracy and consistency.
• Confident using computer systems and learning new software platforms.
• Strong organisational skills, with the ability to manage multiple follow-ups and deadlines.
• Flexible and willing to assist with responsibilities outside the primary scope of the role when needed.

Ideal Candidate Profile

The ideal candidate is someone who takes pride in getting the details right. They are comfortable reviewing documentation, following up on outstanding tasks, and ensuring processes are completed correctly rather than simply ticking boxes.

They communicate professionally, can confidently hold team members accountable for completing required documentation, and enjoy helping others learn new systems and processes.

Someone with experience in healthcare administration, clinical documentation, quality assurance, compliance, or training and onboarding would be well suited to this role.

What Success Looks Like

• Session notes are submitted accurately, completely, and on time.
• Documentation errors and outstanding submissions are followed up on consistently.
• New RBTs are onboarded effectively and can confidently use the required software.
• Quality assurance processes are followed consistently, with issues identified and escalated appropriately.
• The wider team receives reliable support with documentation, onboarding, and occasional administrative or HR tasks.