ABA Outreach & Intake Specialist

Manhattan Psychology Group • New York, NY

4d • Hybrid

About The Position

The ABA Outreach & Intake Specialist supports the MPG ABA Leadership team by converting new patient inquiries into active cases and assisting clients throughout the intake and authorization process. The role collaborates with leadership, intake, operations, and administrative teams to troubleshoot intake, scheduling, billing, and general clinical operations issues. It also maintains ABA evaluation templates, reviews and approves evaluations before finalization, and supports marketing and outreach efforts to grow ABA services. This includes verifying clinical content for marketing materials, responding to listserv inquiries, posting service updates, and participating in outreach initiatives.

The specialist provides patient support from initial inquiry through intake, paperwork, documentation, and insurance authorization. The role tracks activity in designated systems, maintains accurate patient records, coordinates clinical evaluation processes, and improves ABA workflows. Outreach includes educating current and prospective patients about ABA services and building relationships with physicians, therapists, and community referral sources. This is a hybrid position based in the New York City metropolitan area. Compensation is $75,000–$80,000 annually, paid bi-weekly, with a 20% annual bonus opportunity.

Requirements

• Active BCBA certification through the Behavior Analyst Certification Board.
• Active, unrestricted licensure as a Behavior Analyst in New York State.
• 3–5 years of experience providing and supervising ABA services.
• At least two years of experience in a clinical, hospitality, or customer service environment.
• Experience and proficiency with Google Workspace, including Docs, Sheets, and Slides, and EHR systems such as ProviderPoint.
• Excellent attention to detail, time-management, and organizational skills.
• Exceptional written and verbal communication and interpersonal skills.
• Strong analytical and problem-solving skills.
• Strong work ethic, self-motivation, initiative, and interest in improving processes and creating efficiencies.
• Exceptional customer-service skills and ability to manage the customer experience.
• Detail-oriented and extremely responsive.
• Ability to thrive in a fast-paced environment with dynamic and fluid business needs.

Nice To Haves

• Experience in ABA operations is preferred but not required.

Responsibilities

• Contact all new ABA inquiries within 24 hours and follow up using email, phone, and text as needed.
• Assist patients with intake paperwork and ensure required documentation is received, accurate, and properly filed.
• Provide prompt, professional, and compassionate patient support throughout intake.
• Make reminder calls as needed to support patient engagement, conversion, and participation.
• Oversee the insurance coordinator to ensure completion of benefits reports and follow-ups with families.
• Complete and track initial and ongoing out-of-network insurance authorizations for ABA clients.
• Document each step of the intake process in designated trackers and systems, maintaining concise and current records.
• Ensure new patients are accurately entered into ProviderPoint or other designated EHR systems.
• Create and maintain evaluation templates aligned with service-line needs, payer requirements, and clinical standards.
• Review and approve ABA department evaluations before finalization.
• Stay current on assessment tools and industry best practices, maintaining access to validated and up-to-date measures.
• Review, monitor, and improve ABA and evaluation workflows to enhance clinical quality and operational efficiency.
• Educate current and prospective patients about MPG's ABA services.
• Conduct outreach through in-person and virtual events, telephone, email, and other approved methods.
• Build and maintain relationships with physicians, therapists, and community referral sources.
• Document leads, outreach activities, follow-ups, and outcomes.
• Work with leadership and the intake team to improve patient engagement and referral conversion.
• Verify clinical content for marketing materials, respond to listserv inquiries, post service updates, and participate in outreach initiatives as needed.
• Attend community and networking outreach events, including required team onsite events.

Benefits

• 401(k) retirement plan with employer match up to 4%.
• Comprehensive medical, dental, and vision insurance for employees and eligible dependents.
• HSA with employer contribution and FSA options for healthcare and dependent-care expenses.
• Employer-paid life insurance and AD&D coverage.
• Employee Assistance Program with confidential mental health and life-support resources.
• Generous paid time off.
• Eight paid holidays.
• 20% annual bonus opportunity.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed