Intake Coordinator

Position Overview

Achieve Behavior Centers is seeking a detail-oriented, service-focused Intake Coordinator to manage referral intake, prior authorizations, and accurate, compliant client records. This role supports the full onboarding process from first contact through admission and ongoing service delivery — collecting and organizing required documents, securing and maintaining insurance authorizations, ensuring charts are complete in the EHR/EMR, and coordinating closely with clinical and administrative teams. The ideal candidate is highly organized, responsive, comfortable handling PHI, and experienced with healthcare documentation workflows in a HIPAA-regulated environment.

Key Responsibilities

Referral Intake & First Contact

• Serve as the first point of contact for new referrals via phone, email, and online inquiries
• Provide clear information about ABA services, eligibility requirements, and the intake timeline
• Track referral status and guide families through required steps and documentation

Insurance Authorizations

• Submit, track, and follow up on initial and ongoing prior authorizations with Medicaid HMOs (Sunshine Health, Simply, Humana, etc.) and commercial payers
• Verify insurance eligibility and benefits prior to intake and at reauthorization
• Manage denials, peer-to-peer requests, and resubmissions in coordination with clinical staff
• Maintain an authorization tracker to ensure no client lapses in coverage
• Communicate authorization status to clinical and billing teams in real time

Medical Records Collection & Chart Setup

• Collect, review, and process intake documentation, including demographics, consent forms, intake packets, caregiver questionnaires, ROI forms, insurance cards, prior evaluations, and school/medical records
• Create and maintain client charts in the EHR, ensuring accurate identifiers and proper document placement
• Scan/upload documents and ensure records are filed correctly for audit readiness

EHR Data Entry & Record Maintenance

• Enter and update client information with high accuracy and attention to detail
• Maintain chart organization, ensuring intake packets and required documents are complete prior to assessment and service start
• Monitor missing items and follow up promptly to close documentation gaps

Scheduling & Intake Coordination

• Schedule intake visits, initial assessments, caregiver meetings, and follow-up onboarding appointments
• Coordinate schedules with center leadership and clinical teams to ensure appropriate staffing and room availability
• Confirm appointments with families, provide instructions, and manage reschedules/cancellations
• Maintain accurate scheduling records and communicate updates to the team in real time

Documentation Quality Assurance

• Conduct routine documentation checks to ensure intake records and authorizations meet internal standards and payer requirements
• Maintain tracking logs for missing documents and authorization deadlines

Family Support

• Respond to family inquiries and follow-ups with professionalism and empathy
• Provide administrative guidance regarding required insurance documentation, authorizations, and intake steps; route billing-specific issues appropriately

HIPAA Compliance & Confidentiality

• Maintain strict confidentiality of PHI and follow HIPAA and company policies
• Identify and report documentation discrepancies or compliance concerns

Qualifications

Education & Experience

• High school diploma required; Associate's or Bachelor's preferred (healthcare administration, HIM, psychology, social work, or related field)
• 1+ year experience in intake, prior authorizations, medical records, patient access, scheduling, behavioral health admin, or healthcare front office
• ABA/behavioral health experience strongly preferred
• EHR/EMR experience preferred
• Bilingual English/Spanish strongly preferred

Skills & Competencies

• Strong data entry accuracy and document management
• Excellent organization, time management, and follow-up habits — authorizations have hard deadlines
• Professional written/verbal communication and customer service
• Discretion with sensitive information
• Proficiency in Microsoft Office; comfort learning new systems

What We Offer

• Competitive salary and benefits
• Comprehensive onboarding and training
• Growth opportunities within operations, intake, QA, and clinical support
• Supportive, mission-driven team

Pay: $18.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person