Part Time Intake Coordinator (Remote)

Job Description

Job DescriptionDescription:

SUMMARY
The Intake Coordinator at Hummingbird ABA Therapy plays a vital role in welcoming families, guiding them through the intake process, and ensuring a smooth transition into services. This role also supports communication between families, staff, and referral sources while maintaining compliance with Pennsylvania IBHS regulations and Hummingbird’s neurodiversity-affirming ABA practices. The ideal candidate is detail-oriented, compassionate, highly organized, and familiar with CentralReach and ABA operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Client Intake & Onboarding
  
  • Serve as the first point of contact for new and prospective families, providing warm, professional, and compassionate communication.
  • Conduct intake interviews, explain services, and answer questions regarding ABA therapy.
  • Collect, verify, and manage client documentation including insurance information, medical records, authorizations, and consent forms.
  • Verify benefits and coordinate with billing staff to confirm coverage.
  • Maintain accurate intake records in CentralReach and ensure compliance with HIPAA and IBHS regulations.
  • Guide families step-by-step from referral to service initiation, reducing delays and ensuring a clear understanding of the process.
  • Provide excellent customer service by addressing family concerns promptly and professionally.
  • Build and maintain positive relationships with referral sources such as schools, physicians, and community providers.
    
    
• Scheduling & Coordination
  
  • Coordinate the scheduling of initial assessments and service start dates with clinical supervisors and Scheduling Coordinator.
  • Communicate regularly with waitlisted families and staff to ensure alignment of schedules.
  • Collaborate with the admin team to support staffing and case assignments.
    
    
• Operational Support
  
  • Track intake progress, identify potential barriers, and proactively problem-solve.
  • Support reporting on intake and referral metrics to leadership.
  • Collaborate with the team to continuously improve processes related to intake, communication, and onboarding.
  • Participate in staff training, meetings, and quality improvement initiatives.

WORK ENVIRONMENT

• 100% Remote
• Flexible Schedule of 15-20 hours/week based on the Intake Coordinator's availability with hours to be completed between 10:00 am-6:00 pm (EST)

Requirements:

REQUIRED EDUCATION AND/OR EXPERIENCE

• Associates degree or higher in Psychology, Social Work, Healthcare Administration, Education, or related field preferred
• Minimum 2 years of experience in intake and client services in ABA required
• Strong knowledge of ABA operations and insurance processes is highly preferred.
• Experience using CentralReach is highly preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

• Must have PA Criminal Background Check, Child Abuse Clearance, and FBI Fingerprinting prior to hire.

QUALIFICATIONS

• Strong organizational and time management skills with the ability to prioritize multiple tasks.
• Excellent verbal and written communication skills
• Compassionate, professional demeanor with strong customer service orientation.
• Ability to work independently in a remote environment and adapt quickly to changes.
• Proficiency with Microsoft Office Suite, Google Workspace, and electronic medical record systems.