Intake Coordinator

• Manage incoming leads and enquiries from prospective clients and their families
• Contact families to collect information and documentation required for intake
• Review client information against established eligibility criteria
• Maintain complete, accurate, and updated intake records
• Communicate intake requirements, outstanding information, and next steps to families
• Coordinate BCBA assignments based on availability, client requirements, and service needs
• Communicate with BCBAs regarding new cases and outstanding intake requirements
• Track case progress and follow up on outstanding actions
• Coordinate insurance authorization requirements with assigned BCBAs
• Track authorization status, documentation, and submission deadlines
• Coordinate client start dates and schedules with parents, BCBAs, and BTs
• Monitor readiness for service commencement and resolve outstanding issues
• Work with HR to identify suitable Behavior Technicians based on client requirements, location, and availability
• Maintain intake trackers, case records, and documentation
• Keep families, BCBAs, BTs, HR, and other stakeholders informed
• Track tasks, deadlines, and next steps for active cases
• Manage competing priorities and proactively identify or escalate eligibility, authorization, staffing, or scheduling barriers

• Previous experience in healthcare intake, patient coordination, healthcare administration, case coordination, or a similar role
• Strong written and verbal English communication skills
• Excellent telephone manner and confidence communicating with families and healthcare professionals
• Experience managing multiple cases, scheduling requirements, and competing priorities
• Strong organisational skills and attention to detail
• Ability to maintain accurate records and manage documentation
• Proactive follow-up skills and the ability to work independently
• Ability to identify problems, communicate barriers, and escalate issues appropriately
• Experience within Applied Behavior Analysis (ABA) or behavioural healthcare preferred
• Familiarity with BCBAs, BTs, or RBTs and their roles in service delivery preferred
• Exposure to insurance eligibility checks and authorization processes preferred
• Experience coordinating patient onboarding, clinical appointments, or healthcare staffing preferred
• Familiarity with healthcare practice management systems, CRM platforms, scheduling tools, and spreadsheets preferred
• ABA experience is advantageous but not essential; strong healthcare coordination or patient intake experience with ability to learn ABA-specific processes will also be considered