Job Description
Job Description
Description : SUMMARY
The Intake Coordinator at Hummingbird ABA Therapy plays a vital role in welcoming families, guiding them through the intake process, and ensuring a smooth transition into services. This role also supports communication between families, staff, and referral sources while maintaining compliance with Pennsylvania IBHS regulations and Hummingbird’s neurodiversity-affirming ABA practices. The ideal candidate is detail-oriented, compassionate, highly organized, and familiar with CentralReach and ABA operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Client Intake & Onboarding
Serve as the first point of contact for new and prospective families, providing warm, professional, and compassionate communication.
Conduct intake interviews, explain services, and answer questions regarding ABA therapy.Collect, verify, and manage client documentation including insurance information, medical records, authorizations, and consent forms.Verify benefits and coordinate with billing staff to confirm coverage.Maintain accurate intake records in CentralReach and ensure compliance with HIPAA and IBHS regulations.Guide families step-by-step from referral to service initiation, reducing delays and ensuring a clear understanding of the process.Provide excellent customer service by addressing family concerns promptly and professionally.Build and maintain positive relationships with referral sources such as schools, physicians, and community providers.Scheduling & CoordinationCoordinate the scheduling of initial assessments and service start dates with clinical supervisors and Scheduling Coordinator.
Communicate regularly with waitlisted families and staff to ensure alignment of schedules.Collaborate with the admin team to support staffing and case assignments.Operational SupportTrack intake progress, identify potential barriers, and proactively problem-solve.
Support reporting on intake and referral metrics to leadership.Collaborate with the team to continuously improve processes related to intake, communication, and onboarding.Participate in staff training, meetings, and quality improvement initiatives.WORK ENVIRONMENT
100% RemoteFlexible Schedule of 15-20 hours / week based on the Intake Coordinator's availability with hours to be completed between 10 : 00 am-6 : 00 pm (EST)Requirements :
REQUIRED EDUCATION AND / OR EXPERIENCE
Associates degree or higher in Psychology, Social Work, Healthcare Administration, Education, or related field preferredMinimum 2 years of experience in intake and client services in ABA requiredStrong knowledge of ABA operations and insurance processes is highly preferred.Experience using CentralReach is highly preferred.CERTIFICATES, LICENSES, REGISTRATIONS
Must have PA Criminal Background Check, Child Abuse Clearance, and FBI Fingerprinting prior to hire.QUALIFICATIONS
Strong organizational and time management skills with the ability to prioritize multiple tasks.Excellent verbal and written communication skillsCompassionate, professional demeanor with strong customer service orientation.Ability to work independently in a remote environment and adapt quickly to changes.Proficiency with Microsoft Office Suite, Google Workspace, and electronic medical record systems.