ABA Outreach & Intake Specialist

Manhattan Psychology Group; New York (NY); Hybrid; USD 75,000 - 80,000; Full time

Benefits offered by this job

401(k) with match

Medical, dental, and vision insurance

HSA and FSA options

Life insurance and AD&D

Employee Assistance Program

PTO and 8 paid holidays

Job summary

Manhattan Psychology Group is seeking an ABA Outreach & Intake Specialist to convert new patient inquiries into active cases and support intake, authorization, scheduling, and billing processes. The role collaborates with leadership, operations, and clinical teams to troubleshoot intake and documentation challenges.

You will revise ABA evaluation templates, review evaluations for accuracy, and assist marketing/outreach to grow the ABA service line, ensuring payer requirements are met.

Qualifications

• Active BCBA certification is required.
• Active, unrestricted NY licensure as a Behavior Analyst is required.
• 3-5 years' ABA experience preferred with supervision experience.

Responsibilities

• Contact new ABA inquiries within 24 hours and follow up as needed.
• Assist patients with intake paperwork and ensure proper filing.
• Support insurance coordination and benefits tracking for ABA clients.
• Create and maintain ABA evaluation templates and approve evaluations.
• Support outreach, marketing, and service updates to grow the ABA program.
• Document leads, outreach activities, and outcomes in trackers.

Skills

Communication skills

Time management

Organizational skills

Interpersonal skills

Problem-solving

Attention to detail

Analytical skills

Customer service

Education

BCBA certification

Licensed Behavior Analyst in NY

Tools

ProviderPoint

Google Workspace

EHR systems

Job description

Description

ABA Outreach & Intake Specialist

Location: This is a hybrid position based out of the New York City Metropolitan

Compensation: $75,000-80,000 annually paid bi-weekly, plus a 20% annual bonus opportunity

Employment Type: W-2 Employee, Full-Time, Exempt

Job Summary

The ABA Outreach & Intake Specialist will play a key role in supporting the MPG ABA Leadership team and will be focused on converting new patient inquiries into active cases and supporting clients throughout the intake and authorization process, as applicable. The ABA Outreach & Intake Specialist will work closely with the leadership, intake, operations, and administrative teams to troubleshoot issues related to intake, scheduling, billing, and general clinical operations.

In addition to intake support, the ABA Outreach & Intake Specialist will revise, and maintain ABA evaluation templates, as well as review and approve evaluations prior to finalization. This role will also support marketing and outreach efforts to grow the ABA service line. Responsibilities will include verifying clinical content for marketing materials, responding to listserv inquiries, posting service updates, and participating in outreach initiatives as needed.

Patient Care

• Ensure all new ABA inquiries are contacted within 24 hours, with timely follow-up utilizing a three-tiered communication system (email, call, text) as needed
• Assist patients with completing intake paperwork, ensuring all required documentation is received, accurate, and properly filed
• Provide prompt, professional, and compassionate patient support to ensure a smooth and supportive intake experience
• Make reminder calls as needed to support patient engagement, conversions, and participation
• Oversee the insurance coordinator to ensure completion of benefits report and follow ups to the family
• Complete and track all initial and ongoing out of network insurance authorizations for ABA clients

Data Tracking

• Accurately document each step of the intake process using designated trackers and systems, maintaining concise and up-to-date records
• Confirm that all new patients are accurately entered into ProviderPoint (or other designated EHR systems), ensuring completeness

Clinical Coordination

• Create and maintain evaluation templates to ensure alignment with service line needs, payer requirements, and clinical standards
• Review and approve all evaluations completed within the ABA department prior to finalization
• Stay current on assessment tools and industry best practices to ensure the practice maintains access to validated and up-to-date measures
• Review, monitor, and continuously improve workflows related to ABA and ABA evaluation operations to enhance clinical quality and operational efficiency

Outreach Efforts

• Educate current and prospective patients about MPG's ABA Services
• Conduct outreach by attending in-person and virtual events, as well as through telephone, email, and other approved methods.
• Build and maintain relationships with physicians, therapists, and community referral sources.
• Document leads, outreach activities, follow-ups, and outcomes.
• Work with leadership and the intake team to improve patient engagement and referral conversion.

Key Performance Indicators

• Timely responsiveness to inquiries
• Accuracy of intake and authorization documentation and data entry.
• Client and referral-source satisfaction.
• Attendance at community and networking outreach events including required team onsite events

Compensation and Benefits

• Compensation: $75,000-80,000 annually paid bi-weekly, plus a 20% annual bonus opportunity
• 401(k) retirement plan with employer match up to 4%
• Comprehensive medical, dental, and vision insurance for employees and eligible dependents
• HSA (with employer contribution) and FSA options to help manage healthcare and dependent care expenses
• Employer-paid life insurance and AD&D coverage
• Employee Assistance Program (EAP) with confidential mental health and life support resources
• Generous paid time off and 8 paid holidays

Requirements

• Active BCBA certification through the Behavior Analyst Certification Board
• Active, Unrestricted Licensure as a Behavior Analyst in New York State
• 3-5 years' experience in providing and supervising ABA services
• Experience in ABA operations preferred but not required
• Minimum of two years’ experience in clinical, hospitality or customer service environment.
• Experience and proficiency in Google Workspace (Docs, Sheets, Slides, etc.) and EHR Systems (i.e. ProviderPoint)
• Excellent attention to detail, time management, and organizational skills
• Exceptional communication (written and verbal) and interpersonal skills
• Strong analytical and problem-solving skills
• Strong work ethic; self-motivated with a desire to take initiative and look for ways to improve processes and create efficiencies
• Exceptional customer service skills and abilities in managing customer experience
• Must be detail-oriented and extremely responsive
• Ability to thrive in a fast-paced environment characterized by dynamic and fluid business needs

About Manhattan Psychology Group:

Manhattan Psychology Group is a multidisciplinary practice committed to providing compassionate, high-quality, wrap-around care to individuals, families, and communities. Our services range from ABA, mental health, psychological testing, and educational support, delivered across clinic, home, school, and telehealth settings. We value collaboration, professional growth, and evidence-based practice, fostering an environment where clinicians are supported and empowered to make meaningful, lasting impact.

Manhattan Psychology Group is committed to fostering a diverse, equitable, and inclusive workplace where all individuals feel valued, respected, and supported. We believe diversity of backgrounds, experiences, and perspectives strengthens our teams and enhances the care we provide to the communities we serve.

Manhattan Psychology Group is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.

Manhattan Psychology Group is also committed to providing reasonable accommodations to qualified individuals with disabilities throughout the recruitment process. Accommodation requests may be submitted to [e-mail].