ABA Intake Coordinator

Position Overview:
We are seeking a highly organized and personable Intake Coordinator to oversee the full intake process for new clients. This role is the first point of contact for families and caregivers and is essential in creating a seamless transition into services. You’ll manage inquiries, verify insurance and clinical capacity, schedule tours and assessments, and maintain meticulous documentation in our CRM. Experience in a healthcare or behavioral health setting is required.

Key Responsibilities:

1. Full Client Intake Process

• Respond promptly to all client inquiries (within 24 hours)
• Collect and verify key intake information including insurance, diagnostics, and medical needs
• Educate families on policies such as attendance, block scheduling, and caregiver training
• Schedule tours, assessments, and coordinate with Clinical Directors and BCBAs
• Confirm provider availability and ensure a match for caseload capacity

2. CRM Documentation & Data Entry

• Maintain accurate, up-to-date lead tracking, tags, and communication records
• Document all interactions via CRM and follow-up emails

3. Reporting & Compliance

• Generate weekly reports on inquiries, tours, assessments, and new starts
• Ensure full HIPAA compliance and data integrity

4. Communication & Collaboration

• Follow up all calls with email or CRM documentation
• Maintain updated location-specific waitlists and provide accurate time estimates to families
• Communicate regularly with the Director of Operations on intake pipeline and client onboarding needs

What We’re Looking For:

• Strong communication and interpersonal skills
• Detail-oriented with excellent organizational habits
• Experience with intake in a healthcare or behavioral services setting
• Familiarity with CRM systems and HIPAA compliance
• A proactive and empathetic approach to client support

Compensation & Benefits:

• Competitive salary range: $65,000–$75,000 annually
• Performance-based bonus incentives
• Benefits package including [PTO, holiday, health, vision, dental, supplemental, 401(k), EAP, etc.]
• Supportive team culture and meaningful mission-driven work

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Ability to Commute:

• Dallas, TX 75230 (Required)

Ability to Relocate:

• Dallas, TX 75230: Relocate before starting work (Required)

Work Location: In person

Salary : $65,000 - $75,000