Intake Coordinator

Position Summary The Intake Coordinator supports the administrative, intake, scheduling, and authorization processes across Speech Therapy, ABA Therapy, and Early Intervention services. This role is responsible formanaging client intake, coordinating evaluations and ongoing services, maintaining insurance authorizations, supporting therapist scheduling, and ensuring accurate documentation and communication between families, therapists, and insurance providers. This position plays a key role in ensuring clients receive timely access to services and that all clinical and administrative processes remain compliant and efficiently coordinated. Essential Duties & Responsibilities Intake & Client Setup Identify and differentiate speech vs. ABA referrals through Spruce Create and maintain client profiles in Zanda Upload medical documents, referrals, and client records into Zanda Schedule intake appointments with families Conduct client intake appointments and gather required information Upload signed evaluation documents into client records Scheduling & Coordination Coordinate with speech therapists to schedule evaluations Schedule ongoing therapy sessions for clients across service lines Contact families to schedule report review meetings with therapists Send appointment reminders to families Arrange translation services when needed Maintain communication with Spanish-speaking families regarding updates and care coordination Authorizations & Insurance Submit assessment authorization requests Submit ongoing authorization requests Upload CenCal documents to Zanda, including assessments and authorization updates Submit reports through the CenCal portal Monitor monthly utilization reports Run monthly reports for expiring authorizations Ensure authorizations are active and compliant with service delivery requirements Communication & Coordination Maintain ongoing communication with families regarding scheduling, waitlist status, and service updates Send Open Notes messages to therapists regarding scheduling, client updates, and coordination needs Collaborate with clinical teams to ensure continuity of care Maintain professional communication with families, staff, and external providers Data Management & Reporting Maintain and update client waitlists and service tracking systems Maintain monthly cancellation logs Ensure all documentation is accurate, complete, and up to date Support operational reporting and administrative tracking as needed Qualifications High school diploma or equivalent required Associates or Bachelors degree preferred Minimum 1 year of experience in healthcare administration, scheduling, intake coordination, or customer service preferred Experience with insurance authorizations, pediatric therapy, ABA, or speech services strongly preferred Familiarity with electronic health record systems (Zanda or similar preferred) Strong organizational and multitasking skills Excellent communication and interpersonal skills Ability to manage sensitive information with confidentiality and professionalism Bilingual English/Spanish preferred Compensation $24.00$27.00 per hour, depending on experience and qualifications Position Type Full-Time Non-Exempt Hourly Position Hybrid schedule: Requires 3 in-office days per week Benefits Health, dental, and vision insurance Paid time off and holidays Opportunities for growth within the organization Collaborative and supportive team environment Equal Opportunity Employer Grow With Me Creciendo Juntos is an equal opportunity employer committed to fostering an inclusive and supportive workplace for all employees and applicants.
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