A growing, ABA agency in Williamsburg is seeking a dedicated and detail-oriented Intake Coordinator Specialist to manage new client inquiries and support families throughout the intake and onboarding process.
This individual will serve as the first point of contact for families, coordinate insurance verification and authorizations, collect required documentation, and work closely with clinical teams to ensure a smooth transition into services.
The ideal candidate is warm, professional, highly organized, and comfortable managing multiple cases while maintaining excellent communication and consistent follow-through. This is an opportunity to join a supportive team with potential for advancement into an Intake Lead position.
Key Responsibilities
- Serve as the first point of contact for families through phone calls, emails, and text messages.
- 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 and 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 updates and reports to management regarding intake status and progress.
- Ensure a welcoming, organized, and efficient onboarding experience for every family.
Qualifications
- 1+ year of experience in ABA intake, medical intake, or healthcare coordination required.
- Experience with insurance verification required; ABA insurance experience preferred.
- 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.
- CentralReach experience is a plus.
- Spanish-speaking ability is highly preferred.
- High school diploma required.
- Must be available to work full-time in the Williamsburg office.
Benefits
- Paid time off (PTO).
- Paid holidays.
- Opportunity for career advancement into an Intake Lead position.
- Supportive and collaborative team environment.
Location: Williamsburg, Brooklyn, NY
Type: Full-time, 100% in office
Schedule: Monday–Friday, 9 AM–5 PM
Salary: $25–$30/hour, depending on experience
To apply, send your resume to
BriendyS@SwiftStaffingGroup.com
Subject line: ABA Intake Coordinator Specialist | Job ID #3700683
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