Intake & Outreach Coordinator

Job Description

Job Description

Location: Phoenix, Arizona
Schedule: Monday–Friday, 9:00 AM–5:00 PM
Work Arrangement: Hybrid – In Office & Community-Based Outreach
Department: Intake

Position Overview

We are seeking a compassionate, organized, and highly motivated  Intake & Outreach Coordinator to join our growing team in Phoenix, Arizona. This position is primarily responsible for supporting families throughout the ABA intake process, while also assisting with local community outreach efforts.

The ideal candidate is an excellent communicator who is comfortable speaking with families, managing multiple priorities, building relationships within the community, and representing our organization professionally. Experience in ABA or behavioral health is preferred, and bilingual Spanish-speaking candidates are highly encouraged to apply.

Key Responsibilities

Intake Coordination

• Serve as a primary point of contact for families interested in ABA therapy services.

• Guide families through the intake process with compassion, professionalism, and a sense of urgency.

• Respond promptly to new inquiries and referrals by phone, email, and other communication channels.

• Gather and review required intake documentation, including insurance information, diagnostic evaluations, and consent forms.

• Follow up consistently with families regarding outstanding documentation and next steps.

• Maintain accurate and timely documentation within company systems and CRM platforms.

• Coordinate with internal departments to help families transition efficiently from initial inquiry through authorization and the start of services.

• Identify barriers that may delay services and escalate concerns appropriately.

• Provide families with clear, accurate information about the intake process and expected next steps.

• Maintain confidentiality and follow all HIPAA and company privacy requirements.

Community Outreach

• Support local outreach initiatives designed to increase awareness of ABA services and connect families with appropriate resources.

• Visit pediatricians, diagnostic providers, schools, therapy practices, community organizations, and other potential referral partners throughout the Phoenix area.

• Deliver informational materials and maintain positive relationships with community referral sources.

• Represent the organization professionally at community events, resource fairs, networking opportunities, and other outreach activities.

• Assist with tracking outreach activities, referrals, and community contacts.

• Collaborate with leadership to identify opportunities to strengthen local referral relationships.

• Occasional weekend availability may be required for community events and outreach activities. Weekend events will be planned and communicated in advance whenever possible.

Qualifications

• Excellent written and verbal communication skills.

• Strong interpersonal skills with the ability to communicate warmly and professionally with families, providers, and community partners.

• Highly organized with strong attention to detail and follow-through.

• Comfortable making and receiving a high volume of phone calls and communicating regularly by email.

• Ability to manage multiple families and priorities simultaneously.

• Proficiency with computers, CRM systems, and electronic documentation.

• ABA, behavioral health, healthcare, or related experience preferred.

• Bilingual English/Spanish highly preferred.

• Intake, patient coordination, customer service, or referral coordination experience preferred.

• Must have  reliable transportation and the ability to travel locally throughout the Phoenix area for outreach activities.

• Valid driver's license and ability to meet company driving requirements.

• Ability to work a  Monday–Friday, 9:00 AM–5:00 PM schedule in a hybrid environment, including scheduled time in the Phoenix office and community-based outreach.

• Flexibility to attend occasional pre-scheduled weekend community events as needed.