[Hiring] Intake Specialist @CrewBloom

Role Description

We provide ABA therapy, and we’re looking for a caring, organized Intake Specialist. You’ll help families get from their first referral to active services. You’ll be the main contact for Spanish-speaking and English-speaking families, referring providers, and our internal teams. Your work will include accepting new referrals, verifying insurance, collecting documents, and supporting authorizations. You’ll report to our Lead Intake Specialist.

• Receive and log referrals from phone, fax, email and portals on the same day they arrive
• Check insurance eligibility, benefits and ABA authorization requirements
• Contact families within 24–48 hours of a referral to explain the intake process, in English or Spanish
• Collect intake documents such as diagnostic evaluations, prescriptions and consent forms
• Help prepare and submit prior authorizations to Medicaid, managed care and commercial payers, and follow up on them
• Work with BCBAs and LBAs to get clinical documents, and flag cases that may need a Single Case Agreement
• Track authorization expiration dates and start re-authorizations 30+ days before they expire
• Keep tracking-system records accurate, audit your caseload and report on case status
• Work with the billing, clinical, and scheduling teams so families move smoothly into services
• Follow HIPAA and confidentiality rules at all times

Qualifications

• Fluency in English and Spanish, spoken and written
• A high school diploma or equivalent (an associate’s or bachelor’s degree in healthcare administration, human services or business is a plus)
• 1–2 years of experience in healthcare intake, patient access, insurance coordination or admin support
• Working knowledge of prior authorizations, eligibility verification, EOBs and Medicaid managed care
• Strong organization and the ability to handle multiple cases accurately
• Warm, clear communication with families who are new to the healthcare system
• Proficiency in Microsoft Office or Google Workspace, and comfort learning new systems quickly

Requirements

• Experience in ABA, behavioral health or pediatric healthcare (Nice to Have)
• Familiarity with NYS Medicaid managed care plans and payer authorization portals (Nice to Have)
• Experience with EHR, CRM or intake software (Nice to Have)
• Mandarin as a third language (Nice to Have)

Benefits

• Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.
• Seize daily chances to learn, innovate, and excel. Make a real impact in your field.
• Unlock a world of possibilities and resources to propel your career forward.
• Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.
• Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.
• Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.