Intake Coordinator

$35,755 - $36,878/Yr

IEP Consulting BCBA - Cary, NC

Part-time - Entry Level

Remote - Cary, NC

About the position

The Intake Coordinator plays a vital role in overseeing the intake process for new clients within an ABA therapy organization. This position is essential for ensuring a smooth experience for families, optimizing client enrollment, and coordinating with clinical teams to facilitate timely service delivery. The ideal candidate is compassionate, detail-oriented, and experienced in client management within a healthcare or behavioral therapy setting.

Responsibilities

• Serve as the primary point of contact for prospective clients and families, answering inquiries and providing information about ABA services.
• Conduct initial consultations and assessments to determine client needs and eligibility for services.
• Guide families through the intake process, including collecting required documentation and completing intake forms.
• Coordinate and schedule intake assessments, ensuring a smooth transition from inquiry to service initiation.
• Collaborate with clinical staff to assign cases to appropriate therapists based on client needs, location, and therapist availability.
• Oversee the insurance verification process, ensuring eligibility and coverage for ABA services.
• Work closely with the billing team to obtain prior authorizations and ensure compliance with payer requirements.
• Communicate coverage details, out-of-pocket costs, and authorization status to families.
• Build and maintain positive relationships with clients and families, addressing any concerns during the intake and onboarding process.
• Follow up with families post-intake to ensure satisfaction and address any additional questions or support needs.
• Maintain accurate records of all client interactions, intake assessments, and documentation in the CRM system.
• Generate reports on intake metrics, including conversion rates, time-to-enrollment, and client feedback.
• Collaborate with clinical, billing, and operations teams to optimize client onboarding and service delivery.
• Stay current with ABA industry trends, insurance guidelines, and best practices for client intake.
• Ensure compliance with HIPAA and other regulatory requirements in handling client information.

Requirements

• Bachelor's degree (preferred)
• Minimum one year of experience in front office, customer service or related field.
• Behavioral health experience a plus; 1+ years of experience in behavioral health admissions, ideally with ABA.
• Experience with CRM, electronic medical records systems is a plus.
• Excellent communication, interpersonal, and leadership skills.
• Ability to build and maintain strong relationships with clients, referral sources, and team members.
• Strategic thinker with the ability to develop and execute growth plans in a competitive market.
• Passion for making a positive impact in the lives of individuals and families affected by autism and other developmental disabilities.
• Demonstrated ability and willingness to learn, strong attention to detail, positive attitude, and flexibility in a fast-paced environment.
• Commitment to strong customer service focus rooted in empathy and connection with participants.
• Excellent time management and prioritization skills to handle and manage high volume of inquiries.

Nice-to-haves

• Experience in behavioral health admissions
• Knowledge of ABA therapy practices
• Familiarity with HIPAA compliance

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Tuition reimbursement
• Paid time off
• Vision insurance
• 401(k) matching
• Employee discount
• Life insurance