ABA Clinical Intake Manager

The Intake Manager oversees and drives the success of the client intake process for Training Wheels ABA. This leadership role ensures that families experience a seamless, compassionate, and efficient journey from initial inquiry through service start. 

Working closely with the Physician Relations Manager, the Intake Manager bridges external referral relationships and internal onboarding processes, ensuring timely communication, accurate insurance verification, and smooth coordination between administrative and clinical teams. 

This position requires strong organizational leadership, deep understanding of healthcare or behavioral health intake workflows, and a proactive approach to process improvement. Bilingual proficiency in English and Spanish is strongly preferred to better serve our diverse client community. 

Essential Duties and Responsibilities 

Leadership & Management 

• Lead, train, and mentor the Intake Coordinator(s) and support staff to ensure consistent, high-quality client onboarding. 

• Develop and monitor team KPIs such as inquiry response times, conversion rates, and average days to service start. 

• Conduct regular audits of active and pending intakes to ensure accuracy and compliance. 

• Create and maintain SOPs for intake workflows, documentation standards, and communication templates. 

Client Intake Operations 

• Oversee all new client inquiries from referral to service start, ensuring excellent communication and follow-through. 

• Assign incoming referrals and track each case through diagnosis verification, insurance eligibility, and assessment scheduling. 

• Maintain organized records and status updates using CentralReach or designated CRM system. 

• Ensure families receive clear, supportive guidance through every step of the intake process. 

• Coordinate closely with Clinical Directors, BCBAs, and Authorizations department to confirm readiness for assessment and therapy initiation. 

Collaboration with Physician Relations 

• Work alongside the Physician Relations Manager to ensure referral partners receive timely updates and strong customer service. 

• Provide regular reporting on referral trends, conversion data, and intake capacity. 

• Identify opportunities to streamline referral-to-intake communication and improve physician and caregiver experience. 

Compliance & Quality Standards 

• Maintain compliance with HIPAA and company confidentiality policies. 

• Ensure all intake documentation is complete, accurate, and properly stored. 

• Regularly review internal processes for accuracy, efficiency, and client satisfaction. 

Required Qualifications 

• Bachelor’s degree in healthcare administration, psychology, social services, or related field (or equivalent experience). 

• Minimum 3 years of experience in client intake, admissions, or healthcare operations; 1 year in a supervisory or management role preferred.. 

• Strong knowledge of insurance verification, prior authorization, and behavioral health intake workflows. 

• Proficiency with Microsoft Office, Google Workspace, and EMR/CRM platforms (CentralReach preferred). 

• Bilingual in English and Spanish strongly preferred. 

• Must reside in Texas and be able to travel to at least two TWABA offices in the Austin area as needed. 

Salary : $60,000 - $70,000