About the RoleWe are looking for a compassionate organised and servicedriven Healthcare Intake Specialist to support an ABA Applied Behaviour Analysis provider serving families in the United StatesIn this role you will be the first point of contact for parents seeking ABA services for their children You will guide families through the initial intake process gather important information manage enquiries and ensure consistent followups throughout their journeyThe ideal candidate is empathetic patient and professional with excellent communication skills and the ability to build trust with families who may be navigating a challenging or emotional timeRequirementsKey ResponsibilitiesRespond promptly and professionally to enquiries from prospective familiesCommunicate with parents seeking ABA services for their children providing a compassionate and reassuring first point of contactGather verify and accurately record relevant family and intake informationExplain the intake process requirements and next steps clearly and professionallyFollow up consistently with prospective families to keep the intake process moving forwardMaintain regular communication and provide timely updates throughout the intake journeyIdentify suitable enquiries and guide families through the appropriate intake stagesMaintain accurate and uptodate records in the relevant CRM or intake management systemsHandle sensitive family information with discretion professionalism and confidentialityBalance efficiency and responsiveness with an understanding of each familys individual circumstancesCommunicate intake progress outstanding information and relevant updates to internal teamsEnsure families understand their next steps and receive a positive supportive experienceMinimum RequirementsPrevious experience in customer service client care intake coordination or another customerfacing roleExcellent verbal and written English communication skillsA clear professional and easily understandable speaking styleConfidence communicating with American clients and familiesA compassionate patient and emotionally mature approachAbility to handle sensitive or emotional conversations with empathy and professionalismStrong organisational skills and attention to detailReliable followup habits and the ability to manage multiple enquiries simultaneouslyAbility to build trust and rapport without making families feel rushed or pressuredComfortable working independently in a fully remote environmentAbility to manage competing priorities while maintaining a high standard of servicePreferred ExperienceExperience in one or more of the following would be advantageousHealthcare administrationPatient coordination or admissionsMedical or healthcare intakeBehavioural health intakeABA or autism servicesSocial work or community servicesCustomer service or client careLead management and enquiry followupAppointment coordination or client onboardingRequired Software and SystemsCandidates should be comfortable learning and working with digital systems includingCRM or lead management systems for tracking enquiries and followupsMicrosoft Office 365 or Google Workspace particularly email spreadsheets and document managementVoIP or cloudbased phone systems for communicating with familiesIntake scheduling or healthcare management platforms for capturing information and tracking progressVideo conferencing and internal communication tools such as Zoom and Microsoft TeamsExperience with healthcarespecific systems or ABA platforms such as CentralReach would be an advantage but is not essential if the candidate demonstrates strong administrative ability and learns new systems quicklyKey Skills and AttributesEmpathy and emotional intelligenceExcellent verbal communication and active listeningProfessional telephone mannerAccurate data capture and recordkeepingOrganisation and time managementConsistent followup and attention to detailProblemsolving and initiativeRelationshipbuilding and rapportConfidentiality and professionalismAdaptability in a fastpaced remote environmentWhat Success Looks LikeProspective families receive prompt professional and compassionate responsesIntake information is accurately captured and records remain up to dateEnquiries are followed up consistently and progress through the intake processFamilies understand the process and know what to expect nextInternal teams receive clear and timely updatesEvery family receives a supportive respectful and positive experienceThe ideal candidate Someone with a strong customerservice mindset excellent communication skills and genuine empathy who can guide families through the intake process while keeping enquiries organised accurate and moving forward
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