Intake Specialist

BrightSpring Health Services; Front Royal (VA); On-site; USD 23,000 - 28,000; Full time

Job summary

BrightSpring Health Services is seeking an experienced Intake Specialist for our ABA program in Front Royal, VA. You will be the first point of contact for families, manage referrals, and guide them through intake and authorization while ensuring accurate documentation in the EHR.

The role requires strong communication, knowledge of insurance processes, and the ability to work with physicians, schools, and care coordinators.

Qualifications

• High School Diploma required.
• Experience in healthcare, behavioral health, case management, medical office, or ABA required.
• Strong knowledge of insurance processes (Medicaid, commercial plans) valued.
• Excellent communication, customer service, and organizational skills; ability to manage multiple tasks in a fast-paced environment.
• Proficiency with EHR systems and Microsoft Office Suite.
• Ability to problem-solve and troubleshoot documentation or referral barriers.

Responsibilities

• Receive, review, and process ABA referrals from physicians, schools, and partners.
• Contact referral sources promptly to verify details and missing documents.
• Record referral information accurately in the EHR and intake systems.
• Maintain clear communication with referral partners to streamline processes.
• Serve as primary contact for families throughout the intake process.
• Explain ABA services, insurance requirements, timelines, and next steps.
• Assist families with completing intake forms and paperwork.
• Address questions about insurance coverage, authorizations, and options.
• Coordinate with physician offices to obtain necessary documentation.
• Request and track medical records to prevent delays.
• Ensure documents meet payer criteria and are uploaded in the EHR.
• Collect insurance information and assist with verifications.
• Work with authorization team to complete eligibility checks.
• Provide status updates to families and internal teams.
• Collaborate with scheduling and clinical leadership for appointments.
• Ensure clinicians have required documentation before assessment.
• Provide timely status updates on referrals and barriers.
• Maintain HIPAA-compliant, up-to-date documentation.

Skills

Communication

Customer service

Organization

Education

High School Diploma

Tools

EHR systems

Microsoft Office Suite

Job description

Intake Specialist

Job Locations: US-KY-LOUISVILLE | US-MO-COLUMBIA | US-IL-SPRINGFIELD | US-IL-DECATUR | US-GA-ATLANTA | US-GA-LAWRENCEVILLE | US-VA-FRONT ROYAL | US-VA-ROANOKE | US-IN-INDIANAPOLIS

Position Type: Full-Time

Pay Min: USD $17.00/Hr.

Pay Max: USD $20.00/Hr.

Salary Range: USD $17.00 - $20.00 / Hour

Line of Business: SpringHealth Behavioral Health and Integrated Care

ID: 2026-197027

Overview

We are looking for an experienced ABA Intake Specialist to join our team! The Intake Specialist is the first point of contact for families seeking Applied Behavior Analysis (ABA) services. This role is responsible for managing all incoming referrals, communicating with referral sources, guiding families through the intake and authorization process, and obtaining all required documents from physicians and other providers on behalf of the family. The Intake Specialist ensures a seamless, supportive, and timely on-boarding experience for every family, while maintaining compliance with payer and organizational standards.

Responsibilities

Key Responsibilities:

Referral Management

• Receive, review, and process all incoming ABA referrals from physicians, schools, care coordinators, and community partners.
• Contact referral sources promptly to verify referral details, care needs, and missing documentation.
• Document referral information accurately in the Electronic Health Record (EHR) and intake tracking systems.
• Maintain clear, consistent communication with referral partners to support a streamlined referral process.

Family Support & Communication

• Serve as the primary point of contact for families throughout the intake process.
• Provide compassionate, step-by-step guidance to families to explain ABA services, insurance requirements, time-lines, and next steps.
• Assist families with completing intake forms, consents, and required administrative paperwork.
• Address questions regarding insurance coverage, authorizations, service delivery models, and clinic/home-based options.

Documentation & Coordination with Providers

• Work directly with physician offices and healthcare providers to obtain necessary documentation, including diagnostic reports, prescriptions, referral forms, plan of care statements, and medical necessity documents.
• Request and track medical records or other required documentation on behalf of the family to prevent delays in assessment or treatment.
• Ensure all documents meet payer-specific criteria and are uploaded correctly into the EHR.

Insurance Verification & Authorization Support

• Collect necessary insurance information from families and assist with insurance verification processes.
• Work with the authorization team to ensure all eligibility checks and prior authorizations are completed.
• Communicate authorization status and next steps to families and internal teams.

Coordination With Clinical Teams

• Collaborate with scheduling and clinical leadership to coordinate assessment appointments once the intake packet is complete.
• Ensure clinicians have all required documentation prior to assessment.
• Provide timely status updates to the clinical team regarding referral progression and potential barriers.

Compliance & Quality Assurance

• Ensure all intake steps follow payer, regulatory, and organizational guidelines.
• Maintain accurate, up-to-date documentation and detailed notes within the EHR.
• Protect confidential health information in compliance with HIPAA.

Qualifications

Qualifications:

• High School Diploma required
• Experience working in healthcare, behavioral health, case management, medical office, or ABA required
• Strong knowledge of insurance processes (Medicaid, commercial plans) highly valued
• Excellent communication, customer service, and organizational skillsAbility to manage multiple tasks, meet deadlines, and work in a fast-paced environment
• Proficiency with EHR systems and Microsoft Office Suite
• Ability to problem-solve and troubleshoot documentation or referral barriers.

Key Competencies:

• Compassionate and family-centered communication
• Attention to detail and accuracy
• Professionalism with both families and referral partners
• Ability to build positive relationships
• Strong follow-through and time management
• Understanding of confidentiality and HIPAA requirements

About our Line of Business

SpringHealth Behavioral Health and Integrated Care, an affiliate of BrightSpring Health Services, offers a holistic approach and integrated care for people with cognitive, developmental, or intellectual disabilities who often need additional resources. The behavior analysts, therapists, social workers, counselors, and psychologists at SpringHealth combine their expertise to deliver high-quality behavioral services for clients to live more positive, active, and social lives. For more information, please visit www.springhealthbehavioral.com. Follow us on Facebook and LinkedIn.