Intake Coordinator

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

📋 Description

• Oversee incoming leads and inquiries from potential clients and their families.

• Reach out to families to gather necessary information and documentation for intake.

• Assess client information against set eligibility standards.

• Keep thorough, precise, and updated intake records.

• Relay intake requirements, pending information, and subsequent steps to families.

• Organize BCBA assignments based on availability, client needs, and service requirements.

• Liaise with BCBAs regarding new cases and pending intake requirements.

• Monitor case progress and follow up on any outstanding actions.

• Coordinate insurance authorization needs with designated BCBAs.

• Track authorization status, documentation, and submission deadlines.

• Schedule client start dates and appointments with parents, BCBAs, and BTs.

• Ensure readiness for service initiation and address any unresolved issues.

• Collaborate with HR to identify appropriate Behavior Technicians based on client needs, location, and availability.

• Maintain intake trackers, case records, and necessary documentation.

• Keep families, BCBAs, BTs, HR, and other stakeholders updated.

• Monitor tasks, deadlines, and next steps for active cases.

• Handle competing priorities and proactively recognize or escalate issues related to eligibility, authorization, staffing, or scheduling.

⛳️ Requirements

• Prior experience in healthcare intake, patient coordination, healthcare administration, case coordination, or a similar position.

• Strong written and verbal communication skills in English.

• Exceptional telephone etiquette and confidence in communicating with families and healthcare professionals.

• Experience in managing multiple cases, scheduling needs, and competing priorities.

• Strong organizational abilities and a keen eye for detail.

• Capability to maintain accurate records and manage documentation effectively.

• Proactive follow-up skills and the ability to work independently.

• Ability to identify issues, communicate obstacles, and escalate problems when necessary.

• Experience in Applied Behavior Analysis (ABA) or behavioral healthcare is preferred.

• Familiarity with the roles of BCBAs, BTs, or RBTs in service delivery is advantageous.

• Experience with insurance eligibility checks and authorization processes is preferred.

• Background in coordinating patient onboarding, clinical appointments, or healthcare staffing is favored.

• Familiarity with healthcare practice management systems, CRM platforms, scheduling tools, and spreadsheets is preferred.

• ABA experience is beneficial but not mandatory; strong healthcare coordination or patient intake experience with a willingness to learn ABA-specific processes will also be considered.

🏝️ Benefits

• Competitive salary and benefits package.

• Opportunities for professional development and growth.

• Supportive work environment with a focus on teamwork.