Intake Coordinator

• Answer incoming calls from prospective clients and families enquiring about ABA therapy services.
• Proactively contact families who have expressed interest in starting services.
• Follow up with outstanding leads and families who have not yet been reached.
• Explain the ABA intake process, answer general questions, and guide families through next steps.
• Send intake paperwork, consent forms, and other required documentation.
• Assist parents and caregivers with completing forms and navigating documentation.
• Follow up on incomplete or outstanding paperwork.
• Communicate with physicians, healthcare providers, and relevant professionals to obtain evaluations and supporting documentation.
• Track referral progress, outstanding documents, and intake completion status.
• Maintain accurate records of calls, emails, outreach attempts, and client progress.
• Coordinate communication between families, healthcare providers, and internal teams.
• Monitor family progress from initial enquiry or referral through intake completion.
• Identify outstanding requirements and follow up proactively to minimize delays.
• Record information accurately in the company's CRM system.
• Follow established procedures and maintain confidentiality when handling sensitive client information.

• Previous experience in administrative support, customer service, client intake, healthcare administration, or a similar role.
• Strong verbal and written English communication skills.
• Confidence handling inbound and outbound calls, follow-up emails, and professional correspondence.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple leads, clients, and outstanding documents simultaneously.
• Comfortable working with email platforms, CRM systems, and digital documentation.
• Ability to work independently, follow established processes, and meet deadlines.
• A compassionate, patient, and service-oriented approach when working with families.
• Experience in healthcare, medical administration, patient coordination, admissions, or client onboarding is advantageous.
• Direct ABA experience is beneficial but not essential.
• Comfortable learning new software and navigating digital systems efficiently.
• Proficiency with Microsoft Outlook, CRM systems, and digital documentation tools.
• Ability to maintain confidentiality when handling sensitive client information.