Intake Coordinator (Remote)

About ASTLA: ASTLA is a 501(c)(3) nonprofit providing Adaptive Skills Training to individuals with intellectual and developmental disabilities across Kern County. Our promise is simple: no waitlists. When a family needs us, we staff up — we don't make them wait. Role Summary: The Intake Coordinator is the engine of ASTLA's referral pipeline. This is a documentation-heavy, detail-driven role — not a passive desk job. You keep referrals moving from first contact through service start, making sure nothing sits, nothing gets lost, and every family gets a fast, professional experience. You work remotely, but you're on it — tracking every referral, sending every email on time, and flagging anything stuck before it becomes a problem. Key Responsibilities: - Monitor referral inbox and triage new referrals within 1 business day - Enter all referral data into our case management system (AxisCare) accurately and completely - Send templated communications to service coordinators, families, and clinical staff on schedule - Track assessment deadlines for every referral and ESCALATE anything at risk - Maintain contact records, monitor authorization dates, and flag upcoming renewals - Enter and track quarterly, semi-annual, and annual goal dates - Schedule internal monthly reports for clinical staff and track completion - Send completed reports on behalf of clinical staff - Run reports to verify monthly reports are completed on time - Run forward-looking reports to identify upcoming deadlines - Handle all documentation with HIPAA compliance — no exceptions What This Role Is Not: - Not clinical — you do not assess consumers, write plans, or supervise direct-care staff - Not passive — if something is stuck, you flag it. You don't wait to be asked. Qualifications: - High school diploma required; associate's or bachelor's preferred - 2+ years of administrative, data entry, or coordination experience - Extremely detail-oriented — accuracy matters more than speed - Comfortable with technology: email, spreadsheets, web-based systems (training provided) - Able to work independently from home with minimal supervision - Reliable high-speed internet and a quiet workspace - Must complete HIPAA training before handling any consumer information - Must pass a DOJ background check (Live Scan) Technical Requirements (Remote): - All work performed inside ASTLA systems — no downloading consumer files to personal storage - Secure internet connection (no public WiFi for sensitive data access) Compensation & Benefits: - $25/hour, part-time (~20 hrs/week) - Paid sick leave per California law - Workers' compensation coverage - 403(b) retirement plan eligibility per company policy ASTLA is an equal opportunity employer.

Pay: $25.00 per hour

Expected hours: 20.0 per week

Benefits:

• Work from home

Work Location: Remote