Intake Specialist

This is a fully remote position, open to applicants in North Carolina.

📋 Description

• Manage the scheduling of consultations, tours, and assessments.

• Liaise with clients, families, caregivers, and referral partners to discuss appointment specifics, required documentation, and assessment protocols.

• Offer initial support for routine scheduling, forms, and logistical inquiries, directing clinical questions to the BCBA or Clinic Director.

• Gather, review, and organize intake information, historical records, educational documentation, and consent forms.

• Enter, upload, and maintain precise and timely records within the EMR system.

• Monitor case progress through various stages of the intake process.

• Act as a liaison for families referred for diagnosis, assisting with referral coordination and care navigation.

• Develop, refine, and execute workflow and process improvements to enhance efficiency and throughput.

• Collaborate with the Director of Workforce Planning & Client Experience to gather, analyze, and relay trends in operational and client experience data.

• Contribute to the creation of report templates and systematized documentation tools.

• Ensure adherence to HIPAA and KBH privacy standards in all communications and data management.

• Provide timely and professional updates to clinicians, clients, and caregivers.

⛳️ Requirements

• High school diploma or equivalent, with 3-4 years of experience as an intake specialist (or equivalent position) demonstrating successful management of client intake operations, required.

• Bachelor's degree in Business Administration, Healthcare Administration, Human Resources, Operations Management, or a related field, along with 2+ years of experience as an Intake Specialist (or equivalent role) with proven success in managing client intake operations, preferred.

• Exceptional customer service skills for caregivers and clinicians.

• Ability to establish trust and maintain professionalism throughout the intake process.

• Proficient in data analysis, task prioritization, problem-solving under pressure, and ensuring timely follow-through.

• Capacity to organize and manage multiple shifting priorities while paying attention to detail and preserving process integrity.

• Clear and professional verbal and written communication skills with caregivers and clinical staff.

• Experience in autism or ABA service environments is preferred.

• Familiarity with practice management software; CentralReach is preferred.

• Proficiency in Excel or reporting tools for monitoring key metrics.

• Exposure to continuous improvement initiatives, including reducing process inefficiencies, enhancing intake throughput, and streamlining processes.

• Ability to adhere to HIPAA and privacy standards.

🏝️ Benefits

• Full-Time employment.

• Remote work arrangement.

• Equal opportunity and diverse work environment.