Intake Coordinator

Archways ABA; Englewood Cliffs (NJ); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Health Insurance

PTO

Job summary

Archways ABA in Englewood Cliffs, NJ, is seeking an Intake Coordinator to guide families from initial inquiry to the start of services. You will collect paperwork, verify insurance, and coordinate with the clinical team to schedule assessments, ensuring timely progress of each case.

The role requires warmth, strong organization, and proactive follow-through to manage multiple open cases and maintain accurate CRM records.

Qualifications

• Warm, patient, and professional on the phone with families.
• Highly organized with the ability to manage multiple open cases.
• Detail-oriented to catch missing documents and avoid delays.

Responsibilities

• Respond promptly to inquiries by phone, email, text, and web form.
• Explain ABA services and intake process clearly and compassionately.
• Collect required intake documents (diagnosis, referrals, insurance).
• Verify insurance eligibility and benefits for commercial and Medicaid plans.
• Coordinate with the clinical team to schedule initial assessments.
• Prepare and track authorization requests with payers.
• Maintain accurate, up-to-date CRM records for all cases.
• Follow up consistently to prevent dropped referrals.
• Build relationships with referral sources such as pediatricians and schools.

Skills

Warm communication

Organization

Attention to detail

Follow-through

Verbal communication

Tools

CRM software

Email

Spreadsheets

Insurance portals

Job description

INTAKE COORDINATOR

Archways ABA | Englewood Cliffs, NJ | Full-Time

About Archways ABA

Archways ABA provides Applied Behavior Analysis (ABA) therapy to children and families across Missouri through in-home, school-based, and telehealth services. We're a fast-growing agency built around getting families the care they need without unnecessary delays.

The Role

The Intake Coordinator is the first point of contact for families looking for ABA services. You'll guide each family from first inquiry to the start of services. That means answering questions, collecting paperwork, verifying insurance, and making sure every case moves forward quickly. For many families this is an overwhelming time, so we need someone who is warm, organized, and relentless about follow-through.

What You'll Do

• Respond promptly to new inquiries by phone, email, text, and web form
• Explain ABA services and the intake process to parents and caregivers clearly and with compassion
• Collect required intake documents, such as the autism diagnosis, referral or prescription, and insurance information
• Verify insurance eligibility and benefits for commercial and Medicaid plans
• Coordinate with our clinical team to schedule initial assessments
• Help prepare and track authorization requests with payers
• Keep every referral and case status accurate and up to date in our CRM
• Follow up consistently so no family falls through the cracks
• Build relationships with referral sources such as pediatricians, diagnosticians, and schools

Who You Are

• Warm, patient, and professional on the phone, especially with stressed families
• Highly organized, with the ability to manage many open cases at once
• Detail-oriented. You catch missing documents and errors before they cause delays
• Proactive with strong follow-through. You chase things down without being asked
• Comfortable with CRMs, email, spreadsheets, and insurance portals
• Clear, professional writer

Nice to Have

• Experience in healthcare intake, patient access, or a medical front office
• Experience with insurance verification, benefits checks, or prior authorizations
• Familiarity with ABA, autism services, or behavioral health
• Experience with Medicaid or managed care plans
• Bilingual (Spanish a plus)

Compensation

$55,000-$65,000 annually

• Health Insurance
• PTO