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.

Work arrangement
Yes