About the RoleWe are looking for a highly organised and proactive Healthcare Intake Coordinator to support the onboarding and coordination of new clients receiving Applied Behavior Analysis ABA servicesThis role is responsible for managing incoming leads gathering the necessary information to assess client eligibility coordinating BCBA assignments supporting insurance authorization processes and ensuring the appropriate staff are in place before services beginThe successful candidate will act as a central point of coordination between families Board Certified Behavior Analysts BCBAs Behavior Technicians BTs and the internal HR team They will ensure that each stage of the intake process progresses efficiently required documentation is obtained and all parties remain informedThe ideal candidate is detailoriented dependable and comfortable managing multiple cases schedules and outstanding requirements simultaneously They take ownership of the intake process follow up proactively and identify potential barriers before they delay service deliveryRequirementsKey Responsibilities1 Client Intake and EligibilityManage incoming leads and enquiries from prospective clients and their familiesContact families to collect the information and documentation required for intakeReview client information against established eligibility criteriaEnsure intake records are complete accurate and updated throughout the processCommunicate intake requirements outstanding information and next steps clearly to familiesMaintain consistent followups to ensure cases progress without unnecessary delays2 BCBA Assignment and CoordinationCoordinate the assignment of a suitable BCBA based on availability client requirements and service needsCommunicate with assigned BCBAs regarding new cases and outstanding intake requirementsCoordinate the next steps needed to progress each case towards service commencementTrack case progress and follow up on outstanding actionsEscalate challenges with BCBA availability or assignment that may affect timelines3 Insurance Authorizations and DocumentationWork with the assigned BCBA to coordinate insurance authorization requirementsTrack authorization status outstanding documentation and submission deadlinesFollow up with relevant parties to obtain missing information and resolve delaysMaintain accurate records of authorization progress and related communicationsIdentify and escalate authorization barriers that could delay the start of services4 Scheduling and Service CoordinationCoordinate client start dates and schedules with parents BCBAs and BTsEnsure scheduling arrangements align with client needs and staff availabilityCommunicate schedule updates changes and outstanding requirements to all relevant partiesMonitor readiness for service commencement and follow up on any unresolved issuesHelp ensure a smooth transition from initial enquiry to the start of services5 BT Staffing CoordinationWork closely with HR to identify suitable Behavior Technicians based on client requirements location and availabilityCommunicate staffing needs and scheduling requirements to the HR teamFollow up on staffing progress and potential availability gapsHelp coordinate staffing arrangements to support timely service commencementEscalate staffing challenges that may affect a clients start date6 Case Management and CommunicationMaintain accurate intake trackers case records and documentationKeep families BCBAs BTs HR and other relevant stakeholders informed of progressTrack outstanding tasks deadlines and next steps for each active caseManage competing priorities while ensuring important followups are completedProactively identify and escalate issues relating to eligibility authorization staffing or schedulingMinimum RequirementsPrevious experience in healthcare intake patient coordination healthcare administration case coordination or a similar roleStrong written and verbal English communication skillsExcellent telephone manner and confidence communicating with families and healthcare professionalsExperience managing multiple cases scheduling requirements and competing prioritiesStrong organisational skills and attention to detailAbility to maintain accurate records and manage documentationProactive followup skills and the ability to work independentlyAbility to identify problems communicate barriers and escalate issues appropriatelyPreferred ExperienceExperience within Applied Behavior Analysis ABA or behavioural healthcareFamiliarity with BCBAs BTs or RBTs and their roles in service deliveryExposure to insurance eligibility checks and authorization processesExperience coordinating patient onboarding clinical appointments or healthcare staffingFamiliarity with healthcare practice management systems CRM platforms scheduling tools and spreadsheetsABA experience is advantageous but not essential Candidates with strong healthcare coordination or patient intake experience and the ability to learn ABAspecific processes will also be consid
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