Description

Key Responsibilities

Intake & Patient Coordination

• Serve as the primary contact for new patient inquiries via phone, email, and online submissions 
• Collect and document patient demographics, clinical needs, and referral information 
• Guide patients and families through available services (speech, therapy, ABA) and next steps 
• Schedule initial evaluations and coordinate provider assignments based on patient needs 

Insurance & Eligibility

• Verify insurance benefits and eligibility for services 
• Communicate coverage details, authorizations, and any patient financial responsibility 
• Obtain and track required referrals and authorizations as needed 

Administrative Support

• Maintain accurate and timely documentation in the EMR system (e.g., Athenahealth EMR or equivalent) 
• Ensure all intake forms, consents, and documentation are completed prior to first appointment 
• Manage intake queues and follow up on incomplete or pending items 
• Support front office operations as needed, including answering phones and assisting with general administrative tasks 

Coordination & Communication

• Collaborate with clinical and operations teams to ensure timely patient placement 
• Communicate scheduling updates, delays, or barriers to appropriate stakeholders 
• Provide clear, professional communication to patients and families throughout the intake process 

Process & Compliance

• Follow organizational policies and workflows related to intake, documentation, and patient privacy 
• Ensure compliance with HIPAA and payer requirements 
• Identify opportunities to improve intake efficiency and patient experience 

Requirements

Qualifications

Required

• High school diploma or equivalent 
• 1+ year of administrative, customer service, or healthcare-related experience 
• Strong organizational and multitasking skills 
• Excellent communication and customer service skills 
• Ability to work in a fast-paced, team-oriented environment 

Preferred

• Experience in healthcare intake, scheduling, or front office operations 
• Familiarity with behavioral health, speech therapy, or ABA services 
• Experience with EMR systems (e.g., Athenahealth EMR) 
• Insurance verification and authorization experience 

Core Competencies

• Attention to detail and accuracy 
• Strong follow-through and accountability 
• Ability to prioritize and manage multiple tasks 
• Patient-focused mindset with a high level of professionalism 
• Problem-solving and adaptability 

Work Environment

• Office-based setting with frequent phone and computer use 
• Interaction with patients, families, providers, and referral sources 
• May require occasional travel between locations (if applicable)