Intake Coordinator

Summary

Carelinks ABA provides compassionate, naturalistic applied behavior analysis therapy for families. The Intake Coordinator owns the intake process from initial inquiry through enrollment, explaining ABA services, coordinating appointments and documentation, following up with families, and ensuring successful handoff to Care Coordination.

Responsibilities

• Manage the intake pipeline from initial inquiry through enrollment
• Respond quickly to families, prospective clients, and referral sources interested in ABA services
• Clearly explain ABA services and the intake process to prospective families, including those who may have little or no prior understanding of ABA
• Proactively follow up by phone, text, and email. We don't let leads sit
• Make sure every active intake has a clear next step and follow-up plan
• Build relationships with families and help guide them through what can sometimes feel like an overwhelming process
• Work closely with our Operations and Care Coordination teams to determine eligibility, service needs, and next steps
• Coordinate intake appointments and other required appointments
• Keep accurate, up-to-date records of every intake, including communication, referral information, follow-up attempts, documentation, and next steps
• Prepare, collect, and track intake forms, consent forms, and other required documentation
• Make sure paperwork is completed accurately and on time
• Spot stalled intakes, missing information, or other barriers—and take the initiative to figure out how to resolve them
• Stay involved until the family is successfully handed off to Care Coordination and moving toward the start of services
• Take ownership of every lead until there is an outcome. An intake should never disappear into a black hole
• Look for ways to make our intake process faster, smoother, and better for families
• Pitch in wherever needed. We're a growing company, and "that's not my job" isn't really our thing

Skills

• Are naturally organized and can keep track of a lot of moving pieces
• Are proactive—you don't need someone reminding you three times to follow up
• Have a strong sense of urgency and understand that families are waiting for care
• Can learn and understand ABA well enough to explain it confidently and accurately to families
• Are persistent without losing the warmth and compassion families deserve
• Communicate clearly and professionally by phone, text, and email
• Enjoy solving problems rather than simply pointing them out
• Can work independently and take genuine ownership of your responsibilities
• Are comfortable being held accountable for results, not just activity
• Learn new systems and technology quickly
• Experience in intake, admissions, recruiting, sales, customer service, healthcare, behavioral health, or another fast-paced, people-facing role is preferred
• Experience working with insurance payors, including commercial insurance and Medicaid, is a big plus
• Previous ABA experience is strongly preferred, particularly if you've worked directly with families and understand how to explain ABA services in a clear, approachable way
• A bachelor's degree in psychology, social work, counseling, or a related field is preferred

Qualifications

Must Haves

• Are naturally organized and can keep track of a lot of moving pieces
• Are proactive—you don't need someone reminding you three times to follow up
• Have a strong sense of urgency and understand that families are waiting for care
• Can learn and understand ABA well enough to explain it confidently and accurately to families
• Are persistent without losing the warmth and compassion families deserve
• Communicate clearly and professionally by phone, text, and email
• Enjoy solving problems rather than simply pointing them out
• Can work independently and take genuine ownership of your responsibilities
• Are comfortable being held accountable for results, not just activity
• Learn new systems and technology quickly

Nice to Haves

• Experience in intake, admissions, recruiting, sales, customer service, healthcare, behavioral health, or another fast-paced, people-facing role is preferred
• Experience working with insurance payors, including commercial insurance and Medicaid, is a big plus
• Previous ABA experience is strongly preferred, particularly if you've worked directly with families and understand how to explain ABA services in a clear, approachable way
• A bachelor's degree in psychology, social work, counseling, or a related field is preferred

Benefits

• Remote work arrangement