Intake Coordinator

The Intake Coordinator is responsible for managing the intake and BCBA staffing process from the initial client inquiry through clinician assignment. This role ensures that all new clients are processed efficiently, documentation and insurance requirements are completed, and clients are appropriately matched with available BCBAs based on expertise, availability, and regional needs. The Intake Coordinator plays a critical role in maintaining timely communication with families, monitoring BCBA availability and waitlists, and supporting overall growth and efficiency within the region.

RESPONSIBILITES

• Oversee the full intake process for new clients, including conducting initial intake calls, gathering all required documentation, and confirming insurance eligibility.
• Ensure all client information, availability, and insurance details are entered accurately into Central Reach and related systems.
• Coordinate communication with families throughout the intake process to confirm next steps, expectations, and timelines.
• Match clients to appropriate BCBAs based on location, expertise, and availability once intake documentation and verification are complete.
• Maintain BCBA availability, caseloads, and waitlists, ensuring accurate updates and efficient utilization.
• Facilitate the transition from intake to assessment by coordinating authorization requests, timelines, and communication with the BCBA and Authorizations team.
• Track and monitor assessment completion, ensuring cases are transitioned smoothly to the Case Management team.
• Collaborate with leadership to forecast staffing needs and support clinician recruitment when gaps are identified.
• Participate in weekly regional meetings to review pending intakes, staffing needs, and capacity updates.
• Maintain accurate and organized intake records, labels, and call logs for all pending, active, and waitlisted clients.
• Support onboarding of new BCBAs by preparing initial caseloads, connecting families, and confirming assessment timelines.
• Ensure compliance with company standards, confidentiality requirements, and all applicable policies and procedures.
• Represent Attain professionally and ethically across all client and internal communications.
• Perform other duties as assigned.

EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS:

• High School Diploma required; Associate’s or Bachelor’s degree preferred.
• One year of experience in ABA, healthcare intake, or clinical scheduling preferred.
• Strong understanding of ABA workflows, intake processes, and clinician assignment.
• Excellent communication, organizational, and multitasking skills.
• Proficiency with Microsoft Office and Central Reach (or similar EMR systems).
• Ability to problem-solve, manage multiple priorities, and meet deadlines in a fast-paced environment.
• Demonstrated professionalism, confidentiality, and strong customer service orientation.
• Reliable transportation required; valid driver’s license and current insurance.
• Must clear DOJ/FBI background check and meet required training and physical capability standards.

Attain ABA is a fast-paced and rapidly growing nationwide ABA company with a primary focus on helping individuals reach their highest potential through high-quality ABA therapy. Our team works together—from corporate staff to local clinicians—to accomplish the goal of helping one individual at a time.

The Equal Employment Opportunity Policy of Attain ABA is to provide a fair and equal employment opportunity for all associates and job applicants regardless of race, color, religion, national origin, gender, sexual orientation, age, marital status, or disability.

Job Type: Full-time

Pay: Up to $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Dependent health insurance coverage
• Disability insurance
• Free parking
• Health insurance
• Health savings account
• Life insurance
• Opportunities for advancement
• Paid orientation
• Paid time off
• Paid training
• Referral program
• Retirement plan
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Medical receptionist: 2 years (Preferred)

Ability to Commute:

• Lakewood, NJ 08701 (Required)

Work Location: In person