Intake Coordinator

House of Hearts Florida; United States; Remote; USD 28,000 - 34,000; Part time

Job summary

House of Hearts ABA is seeking an Intake Coordinator to serve as the first point of contact for families exploring services. This role involves collecting intake data, guiding families through the process, and coordinating with clinical and administrative teams for a smooth transition into treatment.

The role supports insurance verifications, paperwork, and timely follow-ups while maintaining professional, compassionate communication with families in a fully remote capacity.

Qualifications

• Experience in healthcare, ABA, or behavioral health in a client-facing role.
• Ability to guide conversations with empathy and clarity on the phone.
• Familiarity with spreadsheets, CRM systems, or EMRs or quick to learn.

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 the intake forward.
• Coordinate with clinical and administrative teams for smooth handoff.
• Assist with insurance verifications and intake paperwork.
• Answer questions about services, insurance, and process with scripts and support.
• Track inquiries and maintain timely follow-ups with care.
• Schedule initial assessments and connect families to the right clinical team.
• Maintain deadlines, documentation, and clear family communication.
• Provide a calm, warm, and efficient voice to parents.

Skills

Healthcare experience

ABA experience

Behavioral health

Client-facing

Tools

CRM systems

EMRs

Spreadsheets

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

• Thrive 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.