Part-Time Client Intake Coordinator – ABA Therapy

Description

We are seeking a highly organized, compassionate, and detail-oriented Client Intake Coordinator to join our growing Rise up for Autism therapy team in Aurora, Illinois.

The Client Intake Coordinator will serve as the first point of contact for prospective clients and their families, ensuring a welcoming, professional, and efficient onboarding experience. This position plays an essential role in coordinating client admissions, verifying insurance benefits, collecting required documentation, and facilitating communication between families, clinical staff, and administrative teams.

The ideal candidate will possess excellent communication skills, strong organizational abilities, and a passion for supporting children and families seeking autism and behavioral health services.

Key Responsibilities

Client Intake & Admissions

• Respond promptly to inquiries from prospective clients, parents, caregivers, and referral sources.
• Guide families through the ABA intake and enrollment process.
• Conduct initial intake screenings and gather relevant client information.
• Collect and maintain required documentation, including diagnostic evaluations, physician referrals when applicable, insurance information, and consent forms.
• Maintain accurate client intake records and track prospective clients throughout the admissions process.
• Coordinate initial consultations and assessments with Board Certified Behavior Analysts (BCBAs).

Insurance Verification & Authorization

• Verify client insurance eligibility and ABA therapy benefits.
• Assist with obtaining prior authorizations and required supporting documentation.
• Communicate with insurance providers regarding coverage, authorization status, and documentation requirements.
• Track authorization timelines and assist with renewals as needed.
• Collaborate with billing and clinical teams to ensure timely initiation of services.

Scheduling & Coordination

• Coordinate intake appointments, initial assessments, and onboarding activities.
• Communicate scheduling availability with families and clinical staff.
• Maintain and update client waitlists.
• Monitor pending admissions and follow up with families to minimize delays in services.
• Support smooth transitions from initial inquiry to active ABA therapy services.

Administrative & Compliance Support

• Maintain accurate, confidential, and organized client records.
• Ensure compliance with HIPAA, company policies, and applicable state and federal requirements.
• Update client information within electronic health record (EHR) or practice management systems.
• Prepare intake reports and provide updates to management.
• Assist with general administrative duties and process improvements.

Requirements

Required:

• High school diploma or equivalent.
• Previous experience in client intake, healthcare administration, medical scheduling, or customer service.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize deadlines.
• Proficiency with Microsoft Office, Google Workspace, or similar systems.
• Ability to handle confidential information professionally.

Preferred:

• Associate's or bachelor's degree in healthcare administration, psychology, human services, or a related field.
• Previous experience in an ABA therapy organization, autism services, or behavioral health setting.
• Familiarity with insurance verification, Medicaid, and prior authorization procedures.
• Experience working with BCBAs, Registered Behavior Technicians (RBTs), and clinical teams.
• Knowledge of ABA terminology and client onboarding procedures.
• Experience using electronic health record or practice management software.
• Bilingual abilities are a plus.