[Hiring] Intake Coordinator @Winning Assistants

Role Description

• Provide weekend intake coverage by handling a high volume of inbound and outbound calls.
• Guide families through a step-by-step, decision-tree intake form.
• Gather and accurately document patient and family information in Lumary.
• Explain intake requirements and next steps clearly and compassionately.
• Follow up with families after the initial intake to obtain missing documentation, including:
  • Referrals
  • Diagnosis paperwork
  • Insurance information
  • Other required intake documents
• Develop positive, professional relationships with families and serve as a reliable point of contact throughout the intake process.
• Process intake-related faxes by uploading documents to the correct patient profile.
• Send fax requests for missing documentation when necessary.
• Maintain accurate, organized, and HIPAA-compliant patient records.
• Escalate complex intake concerns or cases according to established procedures.
• Complete assigned tasks independently while following company workflows and documentation standards.

Qualifications

• At least 1 year of previous experience in ABA services, healthcare, behavioral health, or patient intake.
• Experience handling phone-intensive responsibilities involving both inbound and outbound calls.
• Familiarity using Lumary and Salesforce is preferred.
• Strong experience communicating with families, patients, or caregivers.
• Ability to communicate with compassion, patience, professionalism, and care.
• Ability to follow structured intake forms and decision-tree workflows with minimal supervision.
• Excellent verbal and written communication skills.
• Ability to manage follow-ups and maintain organized patient records.
• Professional demeanor when handling sensitive and patient-facing interactions.
• Availability to provide weekend coverage.
• Experience collecting referrals, diagnosis documents, and insurance information.

Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.