Intake Specialist (Spanish Bilingual)

CrewBloom; Colombia; Remote; COP 32,000,000 - 52,000,000; Full time

Benefits offered by this job

Work from home or any location

Flexible scheduling

Professional development opportunities

Job summary

CrewBloom is seeking a caring Intake Specialist to guide families from referral to active ABA services. You will be the primary contact for Spanish- and English-speaking families, referral sources, and internal teams, handling referrals, insurance checks, document collection, and authorizations.

You will collaborate with BCBAs and LBAs, ensure HIPAA compliance, and help families move smoothly into care, working in a dynamic, patient-centered environment.

Qualifications

• Must be fluent in English and Spanish, written and spoken
• 1–2 years in healthcare intake, patient access, insurance coordination or admin support
• Strong organization and ability to handle multiple cases accurately, with HIPAA confidentiality

Responsibilities

• Accept new referrals and log them on the same day they arrive
• Verify insurance eligibility and authorization requirements
• Communicate intake process to families in English or Spanish within 24–48 hours
• Collect intake documents (evaluations, prescriptions, consent forms)
• Assist in preparing and submitting prior authorizations to Medicaid, managed care and payers
• Coordinate with clinical teams to obtain necessary documents and flag cases
• Track authorization expirations and initiate re-authorizations 30+ days before lapse
• Maintain accurate records and report caseload status
• Collaborate with billing, clinical, and scheduling teams to smooth transitions into services
• Maintain HIPAA compliance at all times

Skills

Bilingual: English/Spanish

Excellent communication

Organizational skills

Education

High school diploma

Associate/Bachelor in healthcare/admin (nice)

Tools

Microsoft Office / Google Workspace

CRM / intake software

Job description

We provide ABA therapy, and we're looking for a caring, organized Intake Specialist. You'll help families get from their first referral to active services. You'll be the main contact for Spanish-speaking and English-speaking families, referring providers, and our internal teams. Your work will include accepting new referrals, verifying insurance, collecting documents, and supporting authorizations. You'll report to our Lead Intake Specialist.

Requirements

What You'll Do

• Receive and log referrals from phone, fax, email and portals on the same day they arrive
• Check insurance eligibility, benefits and ABA authorization requirements
• Contact families within 24-48 hours of a referral to explain the intake process, in English or Spanish
• Collect intake documents such as diagnostic evaluations, prescriptions and consent forms
• Help prepare and submit prior authorizations to Medicaid, managed care and commercial payers, and follow up on them
• Work with BCBAs and LBAs to get clinical documents, and flag cases that may need a Single Case Agreement
• Track authorization expiration dates and start re-authorizations 30+ days before they expire
• Keep tracking-system records accurate, audit your caseload and report on case status
• Work with the billing, clinical, and scheduling teams so families move smoothly into services
• Follow HIPAA and confidentiality rules at all times

What You Bring

• Fluency in English and Spanish, spoken and written
• A high school diploma or equivalent (an associate's or bachelor's degree in healthcare administration, human services or business is a plus)
• 1-2 years of experience in healthcare intake, patient access, insurance coordination or admin support
• Working knowledge of prior authorizations, eligibility verification, EOBs and Medicaid managed care
• Strong organization and the ability to handle multiple cases accurately
• Warm, clear communication with families who are new to the healthcare system
• Proficiency in Microsoft Office or Google Workspace, and comfort learning new systems quickly

Nice to Have

• Experience in ABA, behavioral health or pediatric healthcare
• Familiarity with NYS Medicaid managed care plans and payer authorization portals
• Experience with EHR, CRM or intake software
• Mandarin as a third language

Benefits

Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth. Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field. Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward. Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards. Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment. Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.