[Hiring] Intake Coordinator @Carelinks ABA

Role Description

At Carelinks ABA, the Intake Coordinator is often one of the very first people a family interacts with on their journey with us. We take that responsibility seriously. We need someone who can clearly and confidently explain what ABA is, what services can look like, and what families can expect from the process, especially to parents who may be completely new to ABA and already overwhelmed by everything coming their way.

We're looking for someone who genuinely owns the intake process from the first inquiry through enrollment. This isn't a role for someone who waits for a task to land in their inbox. We need someone who sees what needs to happen next, takes initiative, follows up relentlessly, and makes sure nothing falls through the cracks.

You'll be juggling multiple families at different stages of the intake process at any given time. Some will need paperwork, some will need insurance information sorted out, some will need a phone call, and sometimes, you'll need to figure out what's holding things up and find a way to get things moving again.

The right person is organized, warm, persistent, and comfortable working independently. You should have a natural sense of urgency and, most importantly, you close the loop.

What You'll Own

• Manage the intake pipeline from initial inquiry through enrollment.
• Respond quickly to families, prospective clients, and referral sources interested in ABA services.
• Clearly explain ABA services and the intake process to prospective families, including those who may have little or no prior understanding of ABA.
• Proactively follow up by phone, text, and email. We don't let leads sit.
• Make sure every active intake has a clear next step and follow-up plan.
• Build relationships with families and help guide them through what can sometimes feel like an overwhelming process.
• Work closely with our Operations and Care Coordination teams to determine eligibility, service needs, and next steps.
• Coordinate intake appointments and other required appointments.
• Keep accurate, up-to-date records of every intake, including communication, referral information, follow-up attempts, documentation, and next steps.
• Prepare, collect, and track intake forms, consent forms, and other required documentation.
• Make sure paperwork is completed accurately and on time.
• Spot stalled intakes, missing information, or other barriers—and take the initiative to figure out how to resolve them.
• Stay involved until the family is successfully handed off to Care Coordination and moving toward the start of services.
• Take ownership of every lead until there is an outcome. An intake should never disappear into a black hole.
• Look for ways to make our intake process faster, smoother, and better for families.
• Pitch in wherever needed. We're a growing company, and "that's not my job" isn't really our thing.

Qualifications

• Are naturally organized and can keep track of a lot of moving pieces.
• Are proactive—you don't need someone reminding you three times to follow up.
• Have a strong sense of urgency and understand that families are waiting for care.
• Can learn and understand ABA well enough to explain it confidently and accurately to families.
• Are persistent without losing the warmth and compassion families deserve.
• Communicate clearly and professionally by phone, text, and email.
• Enjoy solving problems rather than simply pointing them out.
• Can work independently and take genuine ownership of your responsibilities.
• Are comfortable being held accountable for results, not just activity.
• Learn new systems and technology quickly.
• Care about creating a great experience for families.

Requirements

• Experience in intake, admissions, recruiting, sales, customer service, healthcare, behavioral health, or another fast-paced, people-facing role is preferred.
• Experience working with insurance payors, including commercial insurance and Medicaid, is a big plus.
• Previous ABA experience is strongly preferred, particularly if you've worked directly with families and understand how to explain ABA services in a clear, approachable way.
• A bachelor's degree in psychology, social work, counseling, or a related field is preferred, but we're absolutely open to the right person without one.

Benefits

• $45,000 - $65,000 a year

Company Description

Carelinks was built around a pretty simple idea: families seeking ABA shouldn't feel like they're just another name on a waitlist. We provide compassionate, naturalistic ABA therapy and believe the experience surrounding the care matters too. From the first phone call through the start of services, we want families to feel that there are real people on the other side who care, communicate, and get things done.

That's where this role comes in. If you're someone who takes ownership, loves getting things across the finish line, and wants your work to actually matter to the families you're helping, we'd love to hear from you.