Intake Specialist (Spanish Bilingual)

CrewBloom; United States; Remote; USD 25,000 - 39,000; Full time

Benefits offered by this job

Remote-friendly

Flexible work location

Strong work-life balance

Job summary

CrewBloom is seeking a caring Intake Specialist to guide families from referral to active ABA services. You will serve as the primary contact for both English- and Spanish-speaking families, coordinate with providers and internal teams, and manage referrals, insurance checks, documents, and authorizations.

You will collaborate with clinicians and billing, ensure timely communications, and uphold HIPAA confidentiality. This role offers remote work options and growth within a supportive team.

Qualifications

• High school diploma or equivalent; an associate/bachelor’s in healthcare administration, human services, or business is a plus.
• 1–2 years in healthcare intake, patient access, insurance coordination or admin support.
• Experience with prior authorizations, eligibility verification, EOBs, and Medicaid managed care.
• Strong organization and ability to handle multiple cases accurately.
• Warm, clear communication with families new to the healthcare system.

Responsibilities

• Receive and log referrals on the same day they arrive.
• Check insurance eligibility, benefits and ABA authorization requirements.
• Contact families within 24–48 hours in English or Spanish.
• Collect intake documents such as diagnostic evaluations, prescriptions and consent forms.
• Help prepare and submit prior authorizations to Medicaid, managed care and payers.
• Work with BCBAs and LBAs to obtain clinical documents and flag risk cases.
• Track authorization expiration dates and start re-authorizations 30+ days before expiry.
• Maintain accurate tracking records, audit caseload, report on status.
• Collaborate with billing, clinical and scheduling teams to move families into services.
• Follow HIPAA and confidentiality rules.

Skills

Bilingual: English & Spanish

Strong organizational skills

Clear communication with families

Multitasking & caseload management

Education

High school diploma or equivalent

Healthcare admin/handler degree preferred

Tools

Microsoft Office or Google Workspace

EHR/CRM intake software

Job description

We provide ABA therapy, and we’re looking for a caring, organized Intake Specialist. You’ll help families get from their first referral to active services. You’ll be the main contact for Spanish-speaking and English-speaking families, referring providers, and our internal teams. Your work will include accepting new referrals, verifying insurance, collecting documents, and supporting authorizations. You’ll report to our Lead Intake Specialist.

What You’ll Do

• Receive and log referrals from phone, fax, email and portals on the same day they arrive
• Check insurance eligibility, benefits and ABA authorization requirements
• Contact families within 24–48 hours of a referral to explain the intake process, in English or Spanish
• Collect intake documents such as diagnostic evaluations, prescriptions and consent forms
• Help prepare and submit prior authorizations to Medicaid, managed care and commercial payers, and follow up on them
• Work with BCBAs and LBAs to get clinical documents, and flag cases that may need a Single Case Agreement
• Track authorization expiration dates and start re-authorizations 30+ days before they expire
• Keep tracking-system records accurate, audit your caseload and report on case status
• Work with the billing, clinical, and scheduling teams so families move smoothly into services
• Follow HIPAA and confidentiality rules at all times

What You Bring

• Fluency in English and Spanish, spoken and written
• A high school diploma or equivalent (an associate’s or bachelor’s degree in healthcare administration, human services or business is a plus)
• 1–2 years of experience in healthcare intake, patient access, insurance coordination or admin support
• Working knowledge of prior authorizations, eligibility verification, EOBs and Medicaid managed care
• Strong organization and the ability to handle multiple cases accurately
• Warm, clear communication with families who are new to the healthcare system
• Proficiency in Microsoft Office or Google Workspace, and comfort learning new systems quickly

Nice to Have

• Experience in ABA, behavioral health or pediatric healthcare
• Familiarity with NYS Medicaid managed care plans and payer authorization portals
• Experience with EHR, CRM or intake software
• Mandarin as a third language

• Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.
• Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.
• Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.
• Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.
• Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.
• Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.