For companies:
For professionals:
For everyone:
Responsibilities
The Intake Specialist supports the full intake cycle for prospective ABA therapy clients, serving as a key point of contact for families, referring providers, and internal departments throughout enrollment. Working under the direction of the Lead Intake Specialist, this role is responsible for capturing and processing new referrals, verifying insurance eligibility, coordinating initial documentation, and supporting authorization workflows to move families from referral to active service as efficiently as possible. The ideal candidate is organized, compassionate, detail-oriented, and comfortable navigating healthcare insurance processes in a high-volume, regulated environment.KEY RESPONSIBILITIES Referral Intake & Processing Receive and log all incoming referrals via phone, fax, email, and referral portals in the intake tracking system accurately and in real timeConduct initial eligibility screenings to verify insurance coverage, benefit levels, and ABA service authorization requirementsGather and organize all required intake documentation from families and referring providers, including diagnostic evaluations, prescription letters, and consent formsCommunicate referral receipt and next-step instructions to families promptly and professionallyEscalate complex or high-priority referrals to the Lead Intake Specialist as appropriateAuthorization Support Assist in the preparation and submission of prior authorization requests for ABA services to Medicaid, managed care organizations, and commercial insurance payersFollow up on pending authorization submissions and document status updates in the tracking systemCoordinate with clinical staff (BCBAs / LBAs) to collect required clinical documentation in support of authorization requestsFlag cases that may require Single Case Agreement (SCA) processing and refer them to the Lead Intake Specialist or SCA SpecialistMonitor approaching authorization expiration dates and initiate re-authorization outreach under the direction of the Lead Intake SpecialistFamily & Referral Source CommunicationContact families in a timely manner upon referral receipt to explain the intake process, collect required information, and address general inquiriesProvide empathetic and professional communication throughout the enrollment process, recognizing that families are often navigating a complex and unfamiliar systemRespond to inbound inquiries from families, pediatricians, schools, and other referral sources regarding intake status, required documents, and next stepsEnsure families are informed of any delays, documentation gaps, or payer-related requirements affecting their enrollment timelineDocumentation & Data Integrity Maintain accurate, complete, and up-to-date records for all referrals and active intake cases in the designated tracking systemEnsure all intake files meet documentation standards required by payers, regulatory bodiesConduct routine audits of assigned intake cases to identify missing documents, outstanding items, or stalled pipeline stagesGenerate status reports on assigned caseload as requested by the Lead Intake Specialist or Director of OperationsCross-Functional Coordination Collaborate with the billing, clinical, and scheduling teams to ensure seamless handoff from intake authorization to active service deliveryParticipate in intake team huddles, pipeline reviews, and cross-departmental coordination meetings as directedSupport the Lead Intake Specialist with special intake projects, payer-specific workflows, or capacity-driven assignments as neededAdhere to all HIPAA regulations and confidentiality policies when handling client records and communicationsRequirementsHigh school diploma or equivalent required; Associate's or Bachelor's degree in Healthcare Administration, Human Services, Business, or a related field preferredMinimum 1–2 years of experience in a healthcare intake, patient access, insurance coordination, or administrative support roleWorking knowledge of health insurance terminology, including prior authorizations, eligibility verification, EOBs, and Medicaid managed careStrong organizational skills with the ability to manage multiple active cases simultaneously without sacrificing accuracyExcellent written and verbal communication skills, with demonstrated ability to communicate sensitively with families navigating healthcare systemsProficiency in Microsoft Office Suite and/or Google Workspace; comfort learning new intake and tracking systems quicklyStrict adherence to HIPAA regulations and confidentiality standards in all aspects of the rolePreferred Experience in an ABA therapy, behavioral health, or pediatric healthcare intake or patient access environmentFamiliarity with New York State Medicaid managed care plans, commercial payer prior authorization portals, and ABA-specific authorization requirementsBilingual in English and Spanish — strongly preferredExperience using electronic health record (EHR) systems, CRM platforms, or intake management softwareDemonstrated ability to work within structured, process-driven environments with defined performance metrics and turnaround standardsMinimum Technical and Work Environment Requirements:Internet Connection:Primary internet connection with a minimum speed of 15 Mbps.Backup internet connection with at least 10 Mbps.Backup connection must be capable of supporting work during a power outage.Primary Device:Desktop or laptop equipped with at least:Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or an equivalent processor.A minimum of 8 GB RAM.Backup Device:Must meet or exceed the performance of an Intel Core i3 processor.Must be functional during power interruptions.Peripherals and Workspace:A functioning webcam.A noise-canceling USB headset.A quiet, dedicated home office space.A smartphone for communication and verification purposes.BenefitsJoin Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.
Closes in:
0
days
0
hours
0
min
0
sec
tune NOT FOR YOU? IMPROVE YOUR RESULTS