ABA Intake Coordinator - Full Time

Developmental Pathways Inc.•Los Angeles, CA

1d•$21 - $23•Onsite

About The Position

Developmental Pathways is seeking a detail-oriented and bilingual ABA Intake Specialist to join our team. This position plays a vital role in supporting children with Autism Spectrum Disorder (ASD) and their families, providing crucial administrative support and communication for our ABA services. As an Intake Coordinator, you will be the first point of contact for clients seeking services, ensuring smooth scheduling, and verifying insurance eligibility. This role requires fluency in both English and Spanish and offers an opportunity to make a positive impact on the lives of children with autism. What is Autism? Autism Spectrum Disorder (ASD) is a lifelong neurodevelopmental disorder that affects communication, behavior, and social interaction. It is characterized by persistent difficulties in communication and social interactions, as well as restrictive and repetitive patterns of behavior, interests, or activities.

Requirements

Fluency in both English and Spanish is required.
1-2 years of experience in a medical office or administrative role, preferably with exposure to ABA therapy or Autism Spectrum Disorder.
Strong attention to detail with the ability to manage multiple tasks in a fast-paced environment.
Organizational skills with the ability to maintain accurate records and follow up on pending tasks.
Proficiency with Microsoft Office products (Word, Excel, Outlook) and experience with Central Reach or similar client management software.
Knowledge of HIPAA regulations and commitment to confidentiality and data security.
Excellent communication skills, both verbal and written, with the ability to interact professionally with clients, families, and team members.
Ability to work independently and collaborate as part of a team.

Responsibilities

Client Communication & Support:
Receive and respond to new client referrals, explaining ABA services and addressing questions.
Contact new referrals within 24 hours of receipt and schedule initial intake appointments.
Relay benefit information to clients and assist in gathering required documents such as diagnosis reports and insurance cards.
Ensure that Medicaid eligibility is checked, and insurance coverage is verified and communicated to clients.
Assist clients and families in obtaining psychological or neurological evaluations as needed.
Provide clients with accurate information and updates about their services and appointments.
Notify clients and providers about cancellations, no-shows, and reschedule appointments as necessary.
Process client terminations, make final contact with families, and update records accordingly.
Send termination notifications to providers and ensure proper follow-up is completed.
Appointment Scheduling & Coordination:
Schedule initial assessments and follow-up appointments with BCBAs and other providers.
Ensure appointments are filled efficiently, maintaining provider schedules.
Track and manage appointment scheduling in Central Reach, ensuring all appointments are up to date and properly recorded.
Data Entry & Documentation:
Create and update client profiles in Central Reach, including adding relevant metadata such as demographic and payor details.
Add authorization details and create tasks in Central Reach to track the progress of client intake.
Maintain accurate activity logs, documenting all client communications and any changes to their accounts.
Collect and upload necessary documentation, including diagnosis reports, insurance cards, and consent forms.
Create client folders in Teams and ensure all documents are uploaded and organized accordingly.
Track the status of referrals and ensure timely follow-ups.
Process client closure by updating client metadata and logging final activities in the system.
Send closure emails to internal teams when services are concluded.
Insurance Verification & Authorization:
Verify insurance coverage and request Verification of Benefits (VOB) for commercial insurance plans.
Submit initial assessment authorization requests to funding sources and ensure timely processing.
Follow up with funding sources to ensure authorization requests are approved for service initiation.
Provide necessary documentation for audits and assist in insurance packet preparation.
Collaboration with Providers & Teams:
Collaborate with medical offices, funding sources, and regional centers to ensure smooth service delivery and eligibility verification.
Assist with the credentialing process for providers, including BCBAs, Program Managers, and other staff members.
Work closely with supervisors and other administrative staff to ensure that all client data is accurate and up to date.
Ensure all HIPAA regulations are adhered to when managing client data and communications.
Provide supervisors with necessary forms, reports, and documentation as requested.
Administrative Support:
Maintain a clean and organized workspace to ensure efficient daily operations.
Perform other administrative tasks as assigned by management to support the office and client services.