Intake & Outreach Coordinator

Achievements ABA Therapy; Phoenix (AZ); Hybrid; USD 42,000 - 55,000; Full time

Job summary

Achievements ABA Therapy in Phoenix, AZ, is seeking an Intake & Outreach Coordinator to support families through the ABA intake process and assist with local outreach. This role requires compassionate communication, strong organization, and the ability to manage multiple priorities in a hybrid office and community setting.

The ideal candidate will be bilingual English/Spanish, experienced with CRM systems, and comfortable representing the organization at community events and referrals throughout

Qualifications

• Excellent written and verbal communication skills.
• Strong interpersonal skills with families and community partners.
• Highly organized with attention to detail and follow-through.
• Comfortable handling high volume calls and emails.
• Ability to manage multiple families and priorities simultaneously.
• Proficiency with computers, CRM systems, and electronic documentation.
• ABA, behavioral health, or related experience preferred.
• Bilingual English/Spanish highly preferred.
• Intake, patient coordination, customer service, or referral coordination experience preferred.
• Must have reliable transportation and travel locally for outreach.
• Valid driver’s license and driving requirements.

Responsibilities

• Serve as a primary contact for families interested in ABA therapy services.
• Guide families through the intake process with compassion and urgency.
• Respond promptly to inquiries and referrals by phone, email, and other channels.
• Gather and review intake documentation including insurance and consents.
• Follow up with families regarding outstanding documentation and next steps.
• Maintain accurate documentation within CRM and company systems.
• Coordinate with internal departments to transition from inquiry to start of services.
• Identify barriers delaying services and elevate concerns as needed.
• Provide families with clear information about the intake process and next steps.
• Maintain HIPAA compliance and confidentiality.
• Community Outreach: Support outreach initiatives to raise awareness of ABA services.
• Visit pediatricians, diagnostic providers, schools, therapy practices, and referral partners in the Phoenix area.
• Distribute informational materials and foster relationships with community sources.
• Represent the organization at events and networking opportunities.
• Track outreach activities, referrals, and contacts.
• Collaborate with leadership to strengthen local referral relationships.
• Occasional weekend availability for events.

Skills

Excellent communication

Interpersonal skills

Organizational skills

Time management

Phone etiquette

CRM proficiency

Documentation skills

Spanish bilingual

Customer service experience

Tools

CRM software

Job description

Location: Phoenix, Arizona

Schedule: Monday–Friday, 9:00 AM–5:00 PM

Work Arrangement: Hybrid – In Office & Community-Based Outreach

Department: Intake

Position Overview

We are seeking a compassionate, organized, and highly motivated Intake & Outreach Coordinator to join our growing team in Phoenix, Arizona. This position is primarily responsible for supporting families throughout the ABA intake process, while also assisting with local community outreach efforts. The ideal candidate is an excellent communicator who is comfortable speaking with families, managing multiple priorities, building relationships within the community, and representing our organization professionally. Experience in ABA or behavioral health is preferred, and bilingual Spanish-speaking candidates are highly encouraged to apply.

Key Responsibilities

Intake Coordination

• Serve as a primary point of contact for families interested in ABA therapy services.
• Guide families through the intake process with compassion, professionalism, and a sense of urgency.
• Respond promptly to new inquiries and referrals by phone, email, and other communication channels.
• Gather and review required intake documentation, including insurance information, diagnostic evaluations, and consent forms.
• Follow up consistently with families regarding outstanding documentation and next steps.
• Maintain accurate and timely documentation within company systems and CRM platforms.
• Coordinate with internal departments to help families transition efficiently from initial inquiry through authorization and the start of services.
• Identify barriers that may delay services and elevate concerns appropriately.
• Provide families with clear, accurate information about the intake process and expected next steps.
• Maintain confidentiality and follow all HIPAA and company privacy requirements.

Community Outreach

• Support local outreach initiatives designed to increase awareness of ABA services and connect families with appropriate resources.
• Visit pediatricians, diagnostic providers, schools, therapy practices, community organizations, and other potential referral partners throughout the Phoenix area.
• Deliver informational materials and maintain positive relationships with community referral sources.
• Represent the organization professionally at community events, resource fairs, networking opportunities, and other outreach activities.
• Assist with tracking outreach activities, referrals, and community contacts.
• Collaborate with leadership to identify opportunities to strengthen local referral relationships.
• Occasional weekend availability may be required for community events and outreach activities. Weekend events will be planned and communicated in advance whenever possible.

Qualifications

• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to communicate warmly and professionally with families, providers, and community partners.
• Highly organized with strong attention to detail and follow-through.
• Comfortable making and receiving a high volume of phone calls and communicating regularly by email.
• Ability to manage multiple families and priorities simultaneously.
• Proficiency with computers, CRM systems, and electronic documentation.
• ABA, behavioral health, healthcare, or related experience preferred.
• Bilingual English/Spanish highly preferred.
• Intake, patient coordination, customer service, or referral coordination experience preferred.
• Must have reliable transportation and the ability to travel locally throughout the Phoenix area for outreach activities.
• Valid driver's license and ability to meet company driving requirements.
• Ability to work a Monday–Friday, 9:00 AM–5:00 PM schedule in a hybrid environment, including scheduled time in the Phoenix office and community-based outreach.
• Flexibility to attend occasional pre-scheduled weekend community events as needed.