Job Description Summary

The Intake Coordinator is responsible for welcoming new clients, scheduling and coordinating initial assessment appointments and maintaining accurate recordkeeping in the organization. This position reports to the Director of Client Services.

BCPS has six clinics around North Carolina and 30 BCBAs working together, learning from each other, sharing experiences, developing treatment plans for kiddos with autism, supervising BTs and celebrating the victories in therapy - Whenever, Whatever, Wherever it Takes.

Experience the BCPS difference—apply today and join a team passionate about helping children thrive!

Essential Functions

Intake and Recordkeeping

• Receive, respond to, and follow up on prospective client inquiries for ABA or psychological diagnostic services via phone and email.

• Conduct intake calls and schedule initial appointments for ABA or psychological diagnostic services.

• Coordinate assessment schedule with Clinical Management.

• Work collaboratively across departments to:

Provide reminders to ensure new clients attend their initial assessment appointment.

Receive, process, track and file new client intakes and assessment documents.

Request, track, and update all documentation needed from external medical providers.

• Educate caregivers on legal documents and manage signed documents.

• Manage medical files on past and current clients.

• Audit medical files and systems for completeness and accuracy.

• Maintain relationship with clients and keep updated on status of intake and authorization process.

• Attend weekly meetings with clinical and administrative teams.

• Utilize the company’s compassionate approach to care.

• Other duties as assigned

Knowledge, Skills, Experience

• Maintain confidentiality; adhere to all HIPAA guidelines/regulations.

• Excellent customer service skills.

• Excellent organizational skills.

• Experience working with a diverse population.

• Knowledge of the behavioral health industry and terms.

• Experience in managing recordkeeping and tracking systems.

• Experience with patient care coordination.

• Experience working with insurance companies.

• Knowledge of regulations related to Medicaid and commercial insurance.

• Knowledge of industry regulations.

• Proficiency in Microsoft Office Suite.

• Min High School diploma, college degree preferred.

• Bilingual English/Spanish preferred.

Work Environment, Physical Conditions

• Ability to work in a fast-paced environment.

• Ability to work 40 hours per week.

• Ability to work cooperatively with others.

• Must comply with practice policies and procedures.

• Requires daily in-office work. It does not meet the requirements of regular telecommuting.

• Physical activities include sitting for long periods of time, walking, bending, kneeling.

• Must be able to reach, pull, and push.

• Requires manual dexterity, auditory and visual skills.

• Ability to lift up to 15 lbs.

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