New patients screened and scheduled, globally or locally.
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Best fit: A team that needs new patient screening and scheduling.
Core responsibilitiesBest fit: Records and history collection, handled as its own dedicated lane.
Core responsibilitiesBest fit: Best fit for a team leaning on someone for insurance and eligibility verification.
Core responsibilitiesBest fit: Suited to companies whose first-visit scheduling, high-referral-volume practices keeps slipping down the priority list.
Core responsibilitiesBest fit: The senior pick: intake lead, multi-specialty clinic, with enough range to own more than one lane at once.
Core responsibilitiesA medical intake specialist owns the moment a new patient enters your practice, before the front desk ever takes over their ongoing care.
From your first brief to a Medical intake specialist working in Athenahealth and Epic, you stay with one recruiter from scope through start.
Tell us the work to own, from medical intake screening to records and history collection, plus the systems, coverage hours, and outcomes that matter. We turn that into a focused search brief.
We screen candidates for medical intake screening, records and history collection, and practical fluency in Athenahealth and Epic. You review a shortlist with relevant context.
Choose your candidate and hiring model. We coordinate the handoff into your tools, operating process, and first-week priorities.
Best for practices that need new patients screened, scheduled, and routed correctly from the first contact.
A dedicated intake process catches drop-off points that a shared front desk misses during busy stretches.
History and paperwork get collected before the first visit instead of chased down during it.
New patients get booked into the right visit type and provider the first time, instead of being rescheduled after intake catches the mismatch.
A dedicated intake specialist works the queue continuously instead of between other front-desk tasks.
One dedicated hire costs less than the benefits, payroll taxes and office space an in-house intake hire adds up to.
New-patient screening means deciding whether a referral fits your practice, beyond filing paperwork. We screen candidates for that judgment specifically.
5-Stage Vetting with AI-assisted screening. Fewer than 1% of applicants are presented to clients.
Bilingual English and Spanish talent from Latin America, strongest in medical and legal.
Fully managed global talent from $12 an hour, or US direct hire from 12.5% of first-year salary. Compare the two on our [staffing solutions page](/solutions/).
A medical intake specialist works across specialties, matched to the intake criteria and referral patterns of yours.
Don't see your specialty listed? Tell us on the discovery call and we'll match you to someone who has worked in it.
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"They built the analytics and automation our leadership now runs on, recovered tens of thousands in freight claims and cut manual work by 96%."
"It was very easy working with HireHawk, from looking for viable candidates, the interview process, all the way to implementation of your hire, they handle it all. We are also very happy with our hire. Very easy and seamless process."
"HireHawk filled two senior roles in under two weeks. The candidates were sharper than anything our in-house recruiter surfaced in months."
"Her scope grew within months and our leadership asked to meet her in person. We came back to HireHawk to expand the rest of the team."
"When our workflow broke down she built a tracking system to stop it happening again, without being asked."
The right model depends on the seat, not the company. Some roles need someone in the building; the rest do not, and cost far less remotely.
HireHawk is a staffing agency for growing US companies with industry-specialized recruiters. This is one of the seats we fill most: we recruit for it, run 5-Stage Vetting, and either employ the hire on global talent or place them directly on your payroll.
Yes. Every candidate is trained on HIPAA before they ever handle a new-patient record or take that first call, so you are not running that training internally yourself. The engagement itself is structured to keep patient information secure from the very first point of contact through however your practice stores it.
Your medical intake specialist focuses specifically on new patients: screening, history collection and getting that first visit booked correctly. Your virtual medical assistant instead covers ongoing front-desk work for patients you already have, day to day. If your new-patient volume is high, most practices end up staffing both roles.
Yes, that's the core of the role, instead of just a nice-to-have on top of data entry. Tell us your intake criteria on the discovery call, and we screen every candidate specifically for that judgment, so referrals that do not fit get caught before they take up a slot on your calendar.
You'll see vetted candidates within 10 business days of your discovery call, so you're not waiting weeks to start interviewing. Once you've made your pick, onboarding takes 21 days, whether the hire joins your payroll directly or comes on as a fully managed global hire through HireHawk.
You're covered either way. If you go with global talent, you get 100% performance replacement at no extra cost. If you choose US direct hire, you're backed by a 60-day replacement guarantee, so a bad fit doesn't turn into a bad quarter for your business.
Yes. The specialist works inside the systems your practice already uses and follows your intake questions, scheduling rules, and escalation process. We scope the EHR, phone, and messaging tools before sourcing so candidates are screened against the workflow they will actually run.
Tell us your intake criteria and your new-patient volume. We'll put a vetted specialist on it.
