Applied Behavior Analysis (ABA) Intake Coordinator

About the Job:

We are seeking a highly organized, compassionate, and detail-oriented Intake Coordinator to support our client admissions process. The Intake Coordinator will serve as the first point of contact for prospective families, referral sources, and community partners, ensuring a smooth and positive onboarding experience. This role involves managing incoming inquiries, coordinating appointments, maintaining accurate records, and supporting the admissions process from initial contact through enrollment.

Key Responsibilities:

Intake & Admissions:

• Respond promptly to incoming inquiries from prospective clients, referral sources, and community partners.
• Conduct initial intake calls to gather demographic, clinical, insurance, and scheduling information.
• Educate families regarding the intake process, ABA services, and enrollment procedures.
• Determine preliminary eligibility based on company service criteria and geographic coverage.
• Maintain professionalism, empathy, and exceptional customer service throughout all interactions.

Lead Management:

• Manage and track prospective clients within GoHighLevel CRM.
• Maintain accurate contact records, notes, pipeline stages, tags, and custom fields.
• Conduct outbound follow-up calls, text messages, and emails with prospective families and referral partners.
• Ensure leads move efficiently through all stages of the admissions process.

Scheduling & Coordination:

• Schedule intake consultations, BCBA assessments, and onboarding appointments.
• Coordinate schedules between families and clinical staff to optimize availability.
• Send appointment confirmations, reminders, and follow-up communications.

Documentation & Records:

• Collect, review, and organize required intake documentation, including:

  • Insurance cards.
  • Diagnostic reports.
  • Referrals.
  • Consent forms.
• Maintain accurate and confidential client records.

Qualifications:

• High school diploma required; Associate's or Bachelor's degree preferred.
• Previous experience in healthcare admissions, intake coordination, customer service, or ABA services preferred.
• Experience with GoHighLevel, CRM systems, or healthcare software strongly preferred.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Ability to work independently while maintaining strong attention to detail.
• Knowledge of ABA therapy, autism services, or behavioral health is an advantage.

What We're Looking For:

• Strong communication and interpersonal skills.
• Compassionate and family-centered approach.
• Ability to thrive in a fast-paced environment.
• Strong problem-solving abilities and attention to detail.
• Team-oriented mindset with a proactive attitude.

Hi, welcome to our page. We are constantly on the lookout for various candidates to work with us and our partners. Don't hesitate to apply if you feel like you are a great fit!