Client Services Intake Coordinator (Inside phone)

Butterfly Effects • Deerfield Beach, FL

1d

About The Position

The Client Services Intake Coordinator is the first point of contact for families and professionals seeking services from Butterfly Effects. The coordinator explains the organization’s services, responds to inquiries, and guides prospective clients from the initial phone call through scheduling services, while maintaining high customer-service standards. The position is fast-paced and requires multitasking, clear communication, and a positive, professional presence.

Butterfly Effects is an autism-specific provider group offering home- and community-based services grounded in Applied Behavior Analysis (ABA), family-centered planning, routines-based intervention, and family participation. Its treatment philosophy emphasizes early services in natural environments, individualized support for each child and family, and respect for each family’s culture.

The coordinator works with families, professionals, internal teams, and clinical staff to support referrals, client acquisition, insurance verification, documentation, and scheduling. The role also contributes to process improvement and adheres to HIPAA guidelines and regulations. Related special projects and other duties may be assigned by management.

Requirements

• At least 2 years of customer service, intake, or referral development experience.
• Strong verbal and written communication skills.
• Positive, professional phone manner.
• Active and compassionate listening skills.
• Attention to detail and ability to multitask.
• Knowledge of Windows and Microsoft Office Suite.
• Strong work ethic and ability to work with minimal direct supervision.
• High school diploma or equivalent.

Nice To Haves

• Previous healthcare experience, particularly performing verification of benefits and/or authorizations for services.
• CRM and EMR experience.
• College degree.
• Bilingual ability.

Responsibilities

• Answer and respond to inquiries received by telephone, email, and website leads.
• Engage internal and external resources to develop referral sources and acquire clients.
• Provide families and professionals with information about Butterfly Effects and its services.
• Verify insurance coverage and upload verification of benefits, start-of-care documents, and referral information into Salesforce and the Medical Records System.
• Engage with clients responsively and in a client-focused manner to move them forward with services.
• Schedule clients with clinical staff to begin ABA therapy.
• Evaluate and modify processes as part of the Client Services Team.
• Collaborate on process improvements related to client communication, referral-source development, and new-client acquisition.
• Adhere to HIPAA guidelines and regulations.
• Assist with related special projects and perform other related duties as assigned by management.

Benefits

• Competitive compensation and benefits package.
• Major medical insurance.
• Vision insurance.
• Dental insurance.
• Supplemental insurance programs.
• 401(k).
• Relocation expense assistance for qualified applicants.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED