Intake Coordinator

Key Responsibilities

Intake & Patient Coordination

• Serve as the primary contact for new patient inquiries via phone, email, and online submissions for all Speech/OT and ABA
• Collect and document patient demographics, clinical needs, and referral information
• Guide patients and families through available services (speech, therapy, ABA) and next steps
• Schedule initial evaluations and coordinate provider assignments based on patient needs

• Verify insurance benefits and eligibility for services
• Communicate coverage details, authorizations, and any patient financial responsibility
• Obtain and track required referrals and authorizations as needed

• Maintain accurate and timely documentation in the EMR system (e.g., Athenahealth EMR or equivalent)
• Ensure all intake forms, consents, and documentation are completed prior to first appointment
• Manage intake queues and follow up on incomplete or pending items
• Support front office operations as needed, including answering phones and assisting with general administrative tasks

• Collaborate with clinical and operations teams to ensure timely patient placement
• Communicate scheduling updates, delays, or barriers to appropriate stakeholders
• Provide clear, professional communication to patients and families throughout the intake process

• Follow organizational policies and workflows related to intake, documentation, and patient privacy
• Ensure compliance with HIPAA and payer requirements
• Identify opportunities to improve intake efficiency and patient experience

Qualifications

Required

• Bachelor’s degree required in Social Work, Psychology, Education, Human Services, or a related field.
• Bilingual (English/Spanish) preferred.
• Previous experience working with children, families, healthcare, behavioral health, or educational settings preferred.
• Strong organizational, multitasking, and scheduling skills required.
• Proficient in Microsoft Word, Excel, and OneDrive.
• Strong written and verbal communication skills.
• Ability to work independently while managing multiple tasks and deadlines.
• Ability to maintain confidentiality and professionalism in a fast-paced clinical environment.

• Experience in healthcare intake, scheduling, or front office operations
• Familiarity with behavioral health, speech therapy, or ABA services
• Experience with EMR systems (e.g., Athenahealth EMR)
• Insurance verification and authorization experience

• Attention to detail and accuracy
• Strong follow-through and accountability
• Ability to prioritize and manage multiple tasks
• Patient-focused mindset with a high level of professionalism
• Problem-solving and adaptability

• Office-based setting with frequent phone and computer use
• Interaction with patients, families, providers, and referral sources
• May require occasional travel between locations (if applicable)