Intake Coordinator

House of Hearts ABA; Town of Florida (NY); Remote; USD 28,000 - 34,000; Part time

Benefits offered by this job

Flexible hours

Fully remote

Training and support

Growth opportunities

Job summary

House of Hearts ABA is seeking an Intake Coordinator to be the friendly first voice families hear when they reach out. This role supports a wide range of intake tasks, from collecting information to coordinating with clinical teams, and assisting with insurance verifications.

Join a remote, mission-driven team that values empathy, organization, and clear communication. Flexible hours available for part-time or full-time work, with training and ongoing support provided.

Qualifications

• Experience in healthcare, ABA, behavioral health, or client-facing administrative roles.
• Strong phone communication with empathy and clarity.
• Familiarity with spreadsheets, CRM systems, or EMRs; quick learner if needed.

Responsibilities

• Be the first point of contact for new families seeking services.
• Collect intake information and enter it accurately into the system.
• Follow up with families by phone and email to move intake forward.
• Coordinate with clinical and admin teams for smooth handoffs.
• Assist with insurance verifications and intake paperwork.
• Answer questions about services, insurance, and process.
• Track inquiries and manage follow-ups with care and professionalism.
• Help schedule initial assessments and connect families to clinical teams.
• Stay on deadlines, documentation, and family communication.
• Be a calm, warm, and efficient voice for every parent.

Skills

Healthcare experience

Client-facing admin

Phone communication

CRM/EMR familiarity

Tools

CRM systems

EMR software

Job description

Intake Coordinator

House of Hearts ABA
$20-$25/hour | Remote | Part-Time or Full-Time

Who We Are:
At House of Hearts ABA, we're all about heart, hope, and high-quality care. We provide compassionate, evidence-based ABA therapy to children with autism across multiple states. Our mission is to support families quickly, ethically, and with the personal touch they deserve. That all starts with the very first conversation - and that's where you come in.

We're looking for a warm, organized, and go-getting Intake Coordinator to join our growing team. You'll be the friendly first voice families hear when they reach out to us, and the one who helps guide them smoothly into services.

What You'll Do:

• Be the first point of contact for new families interested in services
• Collect intake information and enter it into our system accurately and efficiently
• Follow up with families via phone and email to keep the intake process moving
• Coordinate with our clinical and administrative teams to ensure a smooth handoff
• Assist with insurance verifications and intake paperwork
• Answer questions about our services, insurance, and process (we'll give you scripts and support)
• Track all incoming inquiries and manage follow-ups with care and professionalism
• Help schedule initial assessments and connect families to the right clinical team
• Stay on top of deadlines, documentation, and family communication
• Be a voice of calm, warmth, and efficiency for every parent you talk to

You'd Be a Great Fit If You:

• Have experience in healthcare, ABA, behavioral health, or a client-facing administrative role
• Are confident on the phone and able to guide conversations with empathy and clarity
• Know your way around spreadsheets, CRM systems, or EMRs (or are quick to learn)
• Can juggle multiple moving pieces without breaking a sweat
• Are a natural problem-solver who stays organized and detail-oriented
• Thrives in a remote work environment and can stay accountable to your time
• Want to make a meaningful difference in the lives of children and families

Why Work With Us:

• Flexible hours and fully remote
• Supportive, mission-driven team that values compassion and professionalism
• Opportunity to grow with a fast-expanding company making real impact
• Training and support provided - we'll set you up for success
• A chance to be part of a team that truly cares about the families we serve

Compensation:
Hourly rate of $20-$25 per hour, based on experience.

This isn't just another intake job-it's a chance to be the first step in a life-changing journey for so many families. If that excites you, we can't wait to connect.