Intake Coordinator

The Intake Coordinator at Hummingbird ABA Therapy plays a vital role in welcoming families, guiding them through the intake process, and ensuring a smooth transition into services. This role also supports communication between families, staff, and referral sources while maintaining compliance with Pennsylvania IBHS regulations and Hummingbird's neurodiversity-affirming ABA practices. The ideal candidate is detail-oriented, compassionate, highly organized, and familiar with CentralReach and ABA operations.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**

• **Client Intake & Onboarding**
• Serve as the first point of contact for new and prospective families, providing warm, professional, and compassionate communication.
• Conduct intake interviews, explain services, and answer questions regarding ABA therapy.
• Collect, verify, and manage client documentation including insurance information, medical records, authorizations, and consent forms.
• Verify benefits and coordinate with billing staff to confirm coverage.
• Maintain accurate intake records in CentralReach and ensure compliance with HIPAA and IBHS regulations.
• Guide families step-by-step from referral to service initiation, reducing delays and ensuring a clear understanding of the process.
• Provide excellent customer service by addressing family concerns promptly and professionally.
• Build and maintain positive relationships with referral sources such as schools, physicians, and community providers.
• **Scheduling & Coordination**
• Coordinate the scheduling of initial assessments and service start dates with clinical supervisors and Scheduling Coordinator.
• Communicate regularly with waitlisted families and staff to ensure alignment of schedules.
• Collaborate with the admin team to support staffing and case assignments.
• **Operational Support**
• Track intake progress, identify potential barriers, and proactively problem-solve.
• Support reporting on intake and referral metrics to leadership.
• Collaborate with the team to continuously improve processes related to intake, communication, and onboarding.
• Participate in staff training, meetings, and quality improvement initiatives.
  
  

**WORK ENVIRONMENT**

• 100% Remote
• Flexible Schedule of 15-20 hours/week based on the Intake Coordinator's availability with hours to be completed between 10:00 am-6:00 pm (EST)
  
  

Requirements

**REQUIRED EDUCATION AND/OR EXPERIENCE**

• Associates degree or higher in Psychology, Social Work, Healthcare Administration, Education, or related field preferred
• Minimum 2 years of experience in intake and client services in ABA required
• Strong knowledge of ABA operations and insurance processes is highly preferred.
• Experience using CentralReach is highly preferred.
  
  

**CERTIFICATES, LICENSES, REGISTRATIONS**

• Must have PA Criminal Background Check, Child Abuse Clearance, and FBI Fingerprinting prior to hire.
  
  

**QUALIFICATIONS**

• Strong organizational and time management skills with the ability to prioritize multiple tasks.
• Excellent verbal and written communication skills
• Compassionate, professional demeanor with strong customer service orientation.
• Ability to work independently in a remote environment and adapt quickly to changes.
• Proficiency with Microsoft Office Suite, Google Workspace, and electronic medical record systems.