Intake Coordinator

Hummingbird ABA Therapy; State College (Centre County); Remote; USD 10,000 - 60,000; Part time

Job summary

A therapy organization is seeking an Intake Coordinator to manage client onboarding and ensure a smooth intake process. This remote role requires strong organizational skills and a background in ABA services. The ideal candidate will have a compassionate demeanor, excellent communication skills, and familiarity with CentralReach. This position offers a flexible schedule of 15-20 hours per week, allowing for work-life balance.

Qualifications

• Minimum 2 years of experience in intake and client services in ABA required.
• Strong knowledge of ABA operations and insurance processes is highly preferred.
• Must have PA Criminal Background Check, Child Abuse Clearance, and FBI Fingerprinting prior to hire.

Responsibilities

• Serve as the first point of contact for new families and conduct intake interviews.
• Coordinate scheduling of assessments and initial service start dates.
• Track intake progress and support improvements to onboarding processes.

Skills

Organizational skills

Verbal communication

Written communication

Customer service orientation

Time management

Education

Associates degree or higher in Psychology or related field

Tools

CentralReach

Microsoft Office Suite

Google Workspace

Job description

Overview

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 & Coordination - Coordinate 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 Support - Track 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% Remote
• Flexible 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 preferred
• Minimum 2 years of experience in intake and client services in ABA required
• Strong 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 skills
• Compassionate, 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