Applied Behavior Analysis (ABA) Intake Coordinator

About the Job:

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:

• Collect, review, and organize required intake documentation, including:
• Insurance cards.
• Diagnostic reports.
• Referrals.
• Consent forms.
• Maintain accurate and confidential client 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.

About Caliber6:

Hi, welcome to our page. We are constantly on the lookout for various candidates to work with us and our partners. Don't hesitate to apply if you feel like you are a great fit!