Intake Specialist

Kind Behavioral Health, LLC; Northern (KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Kind Behavioral Health, LLC is seeking an Intake Specialist to be the first point of contact for families seeking services. You will coordinate appointments, gather and manage intake documentation, and serve as a liaison across clinical, scheduling, and authorization teams to streamline the start of services.

The role emphasizes compassionate, responsive communication, data tracking, and process improvements to ensure a seamless, welcoming experience for families navigating autism services.

Qualifications

• 3–4 years experience as intake specialist or equivalent.
• Bachelor's degree in Business Administration, Healthcare Administration, HR, Operations Management or related field preferred.
• Provides excellent customer service and maintains professionalism in intake processes.
• Analyzes data, prioritizes tasks, solves problems under pressure, ensures timely follow-through.
• Experience using CentralReach and Excel for monitoring key metrics.

Responsibilities

• Coordinate scheduling of consultations, tours, and assessments.
• Communicate with clients, families, caregivers, and referral partners regarding appointment details and required documentation.
• Serve as first-line support for routine questions about scheduling and forms; direct clinical questions to BCBA or Clinic Director.
• Collect and review intake information and consent forms; maintain EMR records.
• Track case progress through intake stages and ensure a positive experience for families and KBH team.
• Collaborate with workforce planning and client experience teams to analyze data trends and improve processes.
• Develop and maintain report templates and documentation tools.
• Ensure HIPAA compliance in all communications and data management.

Skills

Customer service

Communication

Data analysis

Time management

HIPAA compliance

Education

High school diploma

Bachelor's degree in related field

Tools

CentralReach

Excel

Job description

Kind Behavioral Health is a leading provider of Applied Behavior Analysis services in North Carolina and Georgia, dedicated to improving the lives of children with autism spectrum disorder (“ASD”). We provide life-changing treatment to children with ASD, providing outstanding quality care, and delivering exceptional clinical outcomes, in an environment in which all are encouraged to THINK BIG, HAVE FUN, DO GOOD, and BE KIND. We deliver treatment through individualized care plans, and target socially significant behaviors, enabling the clients we serve to lead more independent, fulfilling lives.

Position Overview:

The Intake Specialist plays a highly impactful role in helping children and families access the services they need. As one of the first points of contact with Kind Behavioral Health, this position sets the tone for each family’s experience by providing compassionate, responsive, and knowledgeable support throughout the intake process.

The Intake Specialist also serves as a critical connector across KBH, collaborating closely with our clinical, scheduling, and authorization teams to move families efficiently from their initial inquiry to the start of services. This role is essential to creating a seamless, positive experience and ensuring every family feels informed, supported, and welcomed from the very beginning.

This is a remote role. Our ideal candidate will reside in North Carolina, but other locations in EST and CST time zones are also eligible.

Role Responsibilities:

Administrative& ClientCoordination

• Coordinate scheduling of consultations, tours, and assessments.
• Communicate with clients, families, caregivers, and referral partners regarding appointment details, required documentation, and assessment procedures.
• Serve as first-line support for routine questions regarding scheduling, required forms, and logistics, while directing all clinical questions to the BCBA or Clinic Director.

Documentation

• Collect, review, and organize intake information, historical records, educational documentation, and consent forms.
• Enter, upload, and maintain records within the EMR system with accuracy and timeliness.

Evaluation Process Support

• Track case progress across intake process stages and ensure a positive experience for both the family and the KBH team.
• Serve as liaison to families referred for a diagnosis, assisting with referral coordination and care navigation.

Data, Reporting & Process Improvement

• Create, refine, and implement workflow and process enhancements to improve efficiency and throughput.
• Partner with the Director of Workforce Planning & Client Experience to compile, analyze, and communicate operational and client experience data trends.
• Contribute to the development and maintenance of report templates and systemized documentation tools.

Compliance & Client Service

• Ensure compliance with HIPAA and KBH privacy standards in all communications and data management.
• Communicate updates promptly and professionally with clinicians, clients, and caregivers.

Role Requirements:

• High school diploma or equivalent and 3-4 years experience serving as an intake specialist (or equivalent role) with demonstrated success managing client intakeoperations, required.
• Bachelor's degree in Business Administration, Healthcare Administration, Human Resources, Operations Management, or related field or related field and 2+ years experience serving as anIntakeSpecialist (or equivalent role) withdemonstratedsuccess managingclientintake operations, preferred.
• Provides excellent customer service to caregivers and clinicians; builds trust andmaintainsprofessionalism when handlingthe intake process, required.
• Analyzes data, prioritizes tasks, solves problems under pressure, and ensurestimely follow-through, required.
• Organizes and manages multiple, shifting priorities effectively whilemaintaining attention to detail and process integrity, required.
• Communicates clearly and professionally with caregivers and clinical staff, both verbally and in writing, toresolve conflicts and coordinate care, required.
• Experience in autism or ABA service environments, preferred.
• Experience using practice management software (CentralReachpreferred) and Excel or reporting tools tomonitor key metrics, required.
• Exposure to continuousimprovementwork (e.g., reducingprocess inefficiencies, improvingintake throughput, streamliningoverall processes), required.

KBH is committed to creating a diverse environment and we are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Diversity is more than a commitment at KBH- it is the foundation of what we do, adhering to the highest professional standards while creating an environment in which exceptional people (like you!) can think big, have fun, and do good.