Intake Coordinator
About The Position
A growing ABA agency in Williamsburg is seeking a dedicated, detail-oriented Intake Coordinator Specialist to manage new client inquiries and support families throughout intake and onboarding. The role is the first point of contact for families and coordinates insurance verification and authorizations, required documentation, and communication with clinical teams to support a smooth transition into services. The ideal candidate is warm, professional, highly organized, and able to manage multiple cases with excellent communication and follow-through. The position offers potential advancement into an Intake Lead role. The role is full-time and based in the Williamsburg office, Monday through Friday, 9 AM–5 PM. Salary is $25–$30 per hour, depending on experience.
Requirements
- At least 1 year of experience in ABA intake, medical intake, or healthcare coordination.
- Experience with insurance verification.
- Excellent phone etiquette, communication, and interpersonal skills.
- Strong organizational abilities and attention to detail.
- Ability to manage multiple referrals, deadlines, and follow-ups efficiently.
- Warm, patient, and professional approach when communicating with families.
- Strong follow-through and ability to work independently.
- Proficiency in Google Workspace and Microsoft Office.
- High school diploma.
Nice To Haves
- ABA insurance experience.
- CentralReach experience.
- Spanish-speaking ability.
Responsibilities
- Serve as the first point of contact for families by phone, email, and text.
- Respond professionally to new inquiries and guide families through the ABA intake process.
- Screen new referrals and explain available ABA services.
- Verify insurance eligibility, benefits, and coverage for ABA services.
- Obtain and track insurance authorizations and required approvals.
- Collect and organize intake documentation, including diagnoses, prescriptions, and consent forms.
- Schedule initial assessments with BCBAs and coordinate the start of RBT services.
- Maintain accurate, up-to-date client records and intake information.
- Manage intake documentation and client files using CentralReach.
- Monitor and maintain the client waitlist.
- Track intake progress, outstanding requirements, and pending authorizations.
- Communicate regularly with families, clinical staff, and management.
- Provide management with updates and reports regarding intake status and progress.
- Ensure a welcoming, organized, and efficient onboarding experience for every family.
Benefits
- Paid time off (PTO).
- Paid holidays.
- Opportunity for career advancement into an Intake Lead position.
- Supportive and collaborative team environment.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
