Intake Coordinator

Position Title: Intake Coordinator
Department: Administration
Reports To: Director of Operations

Position Summary:

The Intake Coordinator serves as the first point of contact for prospective clients and plays a critical role in creating a welcoming, professional, and supportive experience for families seeking ABA services. This position is responsible for managing the full intake process—from initial inquiry to scheduling the assessment—by responding promptly to inquiries, guiding families through each step, and collecting all necessary documentation.

The Intake Coordinator works closely with families, clinical and administrative teams, and the billing department to ensure accurate insurance verification, efficient authorization processing, and timely onboarding. This role requires strong organizational skills, attention to detail, and a compassionate approach to working with families during what is often a sensitive and emotional time.

The ideal candidate is dependable, highly communicative, and thrives in a fast-paced, client-centered environment. The Intake Coordinator is instrumental in ensuring seamless enrollment, supporting operational excellence, and contributing to the mission of delivering high-quality, individualized ABA services.

Key Responsibilities:

· Serve as the primary point of contact for prospective clients, responding to inquiries promptly and professionally to support successful enrollment

· Follow up with new leads in a timely manner to maximize conversion from inquiry to intake

· Guide families through each step of the intake process with clarity and empathy, ensuring all required forms and documentation are completed accurately

· Provide families with enrollment packets, consent forms, welcome emails, and intake guides; follow up to ensure timely submission of all paperwork

· Coordinate with the billing department to request benefit checks and communicate insurance coverage and patient responsibility to caregivers

· Submit necessary documentation for assessment authorizations (CPT code 97151) in collaboration with the billing department

· Create client profiles in CentralReach, upload all completed intake forms, and enter authorization details

· Track and update the status of each intake on shared spreadsheets to maintain visibility and workflow efficiency across departments

· Communicate regularly with internal teams (clinical, billing, administrative) to support a seamless transition from inquiry to assessment

· Proactively follow up with families to gather any missing documentation or information required for successful authorization and intake completion

· Resubmit documentation or appeals when initial authorizations are denied, and support families through the resolution process

· Maintain organized records and uphold confidentiality and HIPAA compliance at all stages of the intake process

· Other duties as assigned

Qualifications:

· Minimum of 2 years of experience in healthcare administration, ABA therapy, behavioral health, or a related field preferred

· Strong knowledge of intake workflows, patient onboarding, or case coordination preferred

· Familiarity with autism, ABA services, treatment authorization processes, and insurance verification is strongly preferred

· Proficiency in CentralReach, Monday.com, and online intake/documentation platforms preferred

· Exceptional organizational skills with the ability to manage multiple tasks, track status updates, and meet deadlines

· Excellent verbal and written communication skills, including the ability to explain complex procedures in a clear, compassionate, and professional manner

· High level of attention to detail and accuracy in handling documentation and client records

· Comfortable speaking with families in a supportive and empathetic manner during potentially stressful situations

· Ability to collaborate with cross-functional teams (billing, clinical, administrative) in a fast-paced, client-centered environment

· Proficient in Microsoft Office Suite and/or Google Workspace

· Commitment to maintaining client confidentiality and compliance with HIPAA regulations

· Strong written and communication skills

· Strong computer, text message, and phone skills

Job Type: Full-time

Pay: $60,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person

Salary : $60,000