Intake Coordinator

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Respond to incoming inquiries from potential clients and their families regarding ABA therapy services.

• Initiate contact with families who have shown interest in beginning services.

• Follow up on pending leads and families who have yet to be contacted.

• Clarify the ABA intake process, address general inquiries, and assist families in understanding the next steps.

• Distribute intake paperwork, consent forms, and necessary documentation.

• Support parents and caregivers in completing forms and navigating through documentation.

• Follow up on forms that are incomplete or pending.

• Communicate with physicians, healthcare providers, and relevant professionals to acquire evaluations and supporting documentation.

• Monitor referral progress, outstanding documents, and the status of intake completion.

• Keep precise records of calls, emails, outreach attempts, and client progress.

• Facilitate communication between families, healthcare providers, and internal teams.

• Track family progress from the initial inquiry or referral through to the completion of intake.

• Identify outstanding requirements and proactively follow up to reduce delays.

• Accurately document information in the company's CRM system.

• Adhere to established procedures and maintain confidentiality when handling sensitive client information.

⛳️ Requirements

• Previous experience in administrative support, customer service, client intake, healthcare administration, or a related role.

• Strong verbal and written communication skills in English.

• Confidence in handling both inbound and outbound calls, follow-up emails, and professional correspondence.

• Excellent organizational abilities and meticulous attention to detail.

• Capability to manage multiple leads, clients, and outstanding documents at the same time.

• Proficient in using email platforms, CRM systems, and digital documentation.

• Ability to work independently, adhere to established processes, and meet deadlines.

• A compassionate, patient, and service-oriented demeanor when interacting with families.

• Experience in healthcare, medical administration, patient coordination, admissions, or client onboarding is a plus.

• Direct experience with ABA is advantageous but not required.

• Comfortable learning new software and efficiently navigating digital systems.

• Proficiency in Microsoft Outlook, CRM systems, and digital documentation tools.

• Ability to maintain confidentiality when managing sensitive client information.

🏝️ Benefits

• Opportunity for professional growth and development.

• Collaborative and supportive work environment.

• Comprehensive training and orientation programs.

• Competitive salary and benefits package.