Intakes and Referral Coordinator

Intake & Referral Coordinator for an ABA Clinic

LEAPS and Beyond, Inc.

Position Summary:

The Intake & Referral Coordinator is responsible for managing the full intake process for new clients while building and maintaining strong relationships with referring providers and community partners. This role serves as the first point of contact for families and plays a critical role in ensuring a smooth, timely, and professional onboarding experience.

This position requires strong organization, communication, and follow-through, as well as the ability to collaborate across clinical, administrative, and scheduling teams.

Key Responsibilities:

Intake Coordination:

• Serve as the primary point of contact for all new client inquiries (phone, email, online referrals)
• Conduct initial screenings to determine service eligibility and appropriate program placement (ABA, IDTC, H2020, etc.)
• Guide families through the intake process, including:
• Creating and activating CentralReach accounts
• Completing intake documentation
• Explaining program expectations, schedules, and requirements
• Verify insurance benefits and coordinate authorizations with payers
• Ensure all required documentation is completed prior to scheduling assessments
• Coordinate with Clinical Administrators and Supervisors to schedule assessments and services
• Track intake status and maintain accurate records in CentralReach and internal tracking systems
• Follow up with families to ensure timely completion of intake steps

Referral & Provider Outreach:

• Develop and maintain relationships with:
• Pediatricians
• Schools and school districts
• Speech, OT, and other therapy providers
• Community organizations and case managers
• Conduct regular outreach to referral sources via:
• Phone calls
• Emails
• In-person visits (when applicable)
• Educate providers on LEAPS services, programs, and referral process
• Track referral sources and monitor trends to support growth initiatives
• Represent LEAPS professionally in the community and uphold brand standards

Collaboration & Communication:

• Partner with:
• Clinical Administrators for scheduling and capacity management
• Supervisors for intake readiness and clinical appropriateness
• Leadership for program availability and growth planning
• Communicate intake updates clearly and consistently across teams
• Identify barriers to intake completion and escalate concerns as needed
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Compliance & Quality Assurance:

• Ensure all services are initiated only after proper authorization is obtained
• Maintain accurate, timely, and complete documentation in accordance with:
• Insurance requirements
• Company policies
• State and regulatory standards
• Protect client confidentiality and adhere to HIPAA requirements

Administrative Duties:

• Maintain organized intake pipelines and tracking systems
• Monitor and report on:
• Intake conversion rates
• Referral sources
• Waitlists and program availability
• Assist with marketing and outreach initiatives as directed
• Support additional administrative tasks as assigned

Qualifications:

Required:

• High school diploma or equivalent (bachelor’s preferred)
• Experience in healthcare, ABA, scheduling, or intake coordination
• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Ability to manage multiple tasks and follow through independently
• Proficiency with computer systems (experience with CentralReach preferred)

Preferred:

• Experience working with insurance verification and authorizations
• Knowledge of ABA services and CPT codes
• Experience with provider outreach, marketing, or relationship management

Core Competencies:

• Attention to detail and accuracy
• Professional communication and relationship-building
• Problem-solving and initiative
• Ability to work in a fast-paced, team-oriented environment
• Strong follow-up and accountability

Performance Expectations:

• Timely progression of all intakes from inquiry to service initiation
• High rate of completed intake documentation prior to scheduling
• Strong relationships with referring providers and consistent outreach activity
• Accurate and compliant documentation and authorization tracking

Work Environment:

• Office and/or clinic-based with potential community outreach
• May require occasional local travel for provider visits
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Why Join LEAPS and Beyond

At LEAPS and Beyond, we believe exceptional care begins with exceptional people. We are dedicated to delivering individualized, compassionate, and evidence‑based services that create meaningful, lasting impact for the individuals and families we serve.

Our administration team members are more than employees—they are trusted partners in each family’s journey. From the very first interaction, our staff plays a critical role in ensuring access to high‑quality care, thoughtful guidance, and positive outcomes. We foster a collaborative and supportive environment where professionals are empowered to grow, contribute their expertise, and make a real difference every day.

By joining LEAPS and Beyond, you become part of an organization that values:

• Purpose‑driven work that truly changes lives
• Professional growth supported by training and evidence‑based practices
• A culture of respect, collaboration, and compassion
• High standards of care with a focus on meaningful outcomes
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If you are passionate about making an impact and thrive in an environment that values both excellence and heart, LEAPS and Beyond is where your career can go further.