Intake Coordinator

Position Summary

The Intake Coordinator serves as the first point of contact for prospective clients and families seeking services at So Love Autistic Center. This role is essential in ensuring that all inquiries are managed promptly, client eligibility is determined accurately, and required documentation is collected in compliance with IBHS regulations. The Intake Coordinator works collaboratively with clinical and administrative teams to align client needs with program availability, maintain timely communication, and ensure all intake processes meet county and state regulatory standards.

Key Responsibilities

Lead Management & Client Communication

• Respond to all new service inquiries and referrals within 48 hours of receipt.
• Screen prospective clients to determine appropriateness for IBHS services based on clinical and regulatory criteria.
• Provide families with clear instructions regarding required paperwork, documentation, and timelines.
• Maintain respectful, empathetic, and professional communication with families and referral sources.

Eligibility & Documentation

• Collect and verify all intake paperwork to ensure compliance with IBHS requirements and county-specific criteria.
• Track receipt of required forms (consent, insurance verification, evaluations, medical records, etc.) to complete client intake packets.
• Ensure that all client records are securely stored in accordance with HIPAA standards.
• Follow up with families and providers to obtain missing or incomplete documentation in a timely manner.

Scheduling & Service Coordination

• Assess program availability and cross-reference with client scheduling requests and staff availability.
• Collaborate with the Office Manager and scheduling staff to confirm placement of new clients into appropriate service slots.
• Maintain an updated intake log to track progress of each referral from initial inquiry to service initiation.

Assessment & IBHS Alignment

• Coordinate the scheduling of client assessments, ensuring completion within timelines required by IBHS guidelines.
• Communicate with the clinical team to align assessments with program requirements and client readiness.
• Monitor deadlines to ensure evaluations and authorizations are completed promptly to prevent service delays.

Collaboration & Reporting

• Work closely with the Case Manager, Office Manager, and Clinicialns to ensure smooth client onboarding and service initiation.
• Provide regular updates to leadership regarding referral volume, conversion rates, and intake pipeline status.
• Participate in staff meetings to communicate intake-related updates, challenges, and successes.

Qualifications

• Education: Bachelor’s degree in Psychology, Social Work, Healthcare Administration, or a related field preferred. Equivalent experience may be considered.
• Experience: Minimum of 1–2 years in intake coordination, case management, or behavioral health administration. Experience with IBHS or ABA services strongly preferred.
• Technical Skills:
• • Proficiency with practice management systems, EHR systems, and Microsoft Office Suite.
  • Strong organizational and time-management skills with the ability to manage multiple referrals simultaneously.
  • Knowledge of IBHS regulations, intake requirements, and county-specific eligibility criteria.
• Professional Competencies:
• • Excellent interpersonal and communication skills, with a family-centered approach.
  • Ability to work collaboratively with clinical and administrative teams.
  • Detail-oriented with strong documentation and compliance skills.
  • Demonstrated ability to meet strict timelines and regulatory deadlines.

Core Competencies at So Love Autistic Center

• Commitment to equity and excellence in serving children and families.
• Dedication to client-centered care and regulatory compliance.
• Professionalism, integrity, and accountability in all interactions.
• Superb customer service skills

Work Environment

The Intake Coordinator position is based onsite at So Love Autistic Center, with frequent interaction with families, staff, and external stakeholders. The role requires adaptability, discretion, and precision in managing sensitive information and balancing multiple priorities within a compliance-driven environment.