ABA Intake Coordinator – Family & Referrals

BrightSpring Health Services; Front Royal (VA); On-site; USD 23,000 - 28,000; Full time

Job summary

BrightSpring Health Services is seeking an experienced Intake Specialist for our ABA program in Front Royal, VA. You will be the first point of contact for families, manage referrals, and guide them through intake and authorization while ensuring accurate documentation in the EHR.

The role requires strong communication, knowledge of insurance processes, and the ability to work with physicians, schools, and care coordinators.

Qualifications

• High School Diploma required.
• Experience in healthcare, behavioral health, case management, medical office, or ABA required.
• Strong knowledge of insurance processes (Medicaid, commercial plans) valued.
• Excellent communication, customer service, and organizational skills; ability to manage multiple tasks in a fast-paced environment.
• Proficiency with EHR systems and Microsoft Office Suite.
• Ability to problem-solve and troubleshoot documentation or referral barriers.

Responsibilities

• Receive, review, and process ABA referrals from physicians, schools, and partners.
• Contact referral sources promptly to verify details and missing documents.
• Record referral information accurately in the EHR and intake systems.
• Maintain clear communication with referral partners to streamline processes.
• Serve as primary contact for families throughout the intake process.
• Explain ABA services, insurance requirements, timelines, and next steps.
• Assist families with completing intake forms and paperwork.
• Address questions about insurance coverage, authorizations, and options.
• Coordinate with physician offices to obtain necessary documentation.
• Request and track medical records to prevent delays.
• Ensure documents meet payer criteria and are uploaded in the EHR.
• Collect insurance information and assist with verifications.
• Work with authorization team to complete eligibility checks.
• Provide status updates to families and internal teams.
• Collaborate with scheduling and clinical leadership for appointments.
• Ensure clinicians have required documentation before assessment.
• Provide timely status updates on referrals and barriers.
• Maintain HIPAA-compliant, up-to-date documentation.

Skills

Communication

Customer service

Organization

Education

High School Diploma

Tools

EHR systems

Microsoft Office Suite

Job description

BrightSpring Health Services is seeking an experienced Intake Specialist for our ABA program in Front Royal, VA. You will be the first point of contact for families, manage referrals, and guide them through intake and authorization while ensuring accurate documentation in the EHR.

The role requires strong communication, knowledge of insurance processes, and the ability to work with physicians, schools, and care coordinators.