We are seeking a highly organized, compassionate, and detail-oriented Intake Coordinator to support our client admissions process. The Intake Coordinator will serve as the first point of contact for prospective families, referral sources, and community partners, ensuring a smooth and positive onboarding experience. This role involves managing incoming inquiries, coordinating appointments, maintaining accurate records, and supporting the admissions process from initial contact through enrollment.
Key Responsibilities:
Intake & Admissions:
- Respond promptly to incoming inquiries from prospective clients, referral sources, and community partners.
- Conduct initial intake calls to gather demographic, clinical, insurance, and scheduling information.
- Educate families regarding the intake process, ABA services, and enrollment procedures.
- Determine preliminary eligibility based on company service criteria and geographic coverage.
- Maintain professionalism, empathy, and exceptional customer service throughout all interactions.
Lead Management:
- Manage and track prospective clients within GoHighLevel CRM.
- Maintain accurate contact records, notes, pipeline stages, tags, and custom fields.
- Conduct outbound follow-up calls, text messages, and emails with prospective families and referral partners.
- Ensure leads move efficiently through all stages of the admissions process.
Scheduling & Coordination:
- Schedule intake consultations, BCBA assessments, and onboarding appointments.
- Coordinate schedules between families and clinical staff to optimize availability.
- Send appointment confirmations, reminders, and follow-up communications.
Documentation & Records:
Qualifications:
- High school diploma required; Associate's or Bachelor's degree preferred.
- Previous experience in healthcare admissions, intake coordination, customer service, or ABA services preferred.
- Experience with GoHighLevel, CRM systems, or healthcare software strongly preferred.
- Excellent verbal and written communication skills.
- Strong organizational and time-management skills with the ability to manage multiple priorities.
- Ability to work independently while maintaining strong attention to detail.
- Knowledge of ABA therapy, autism services, or behavioral health is an advantage.
What We're Looking For:
- Strong communication and interpersonal skills
- Compassionate and family-centered approach
- Ability to thrive in a fast-paced environment
- Strong problem-solving abilities and attention to detail
- Team-oriented mindset with a proactive attitude