Experienced ABA Therapy Intake and Referrals Specialist- Remote

Company OverviewGreenlightABA is a leading provider of Applied Behavior Analysis (ABA) therapy services, dedicated to helping children and families achieve meaningful progress through evidence-based interventions. We are committed to providing high-quality, compassionate care in a supportive and collaborative environment.Position OverviewGreenLight ABA is seeking a Intake & Referrals Specialist with ABA experience to manage all aspects of client intake, referral processing, and family onboarding. This role is critical to our growth and serves as the first point of contact for families seeking ABA services for their children. The ideal candidate is warm, organized, detail-oriented, and passionate about supporting families navigating autism services.Required QualificationsNon-Negotiable Requirements:✅ ABA experience required (minimum 1-2 years in an ABA setting)✅ Central Reach experience highly preferred✅ Strong organizational skills and attention to detail✅ Excellent communication skills (phone, email, in-person)✅ Experience with insurance verification and benefits checking✅ Proficiency with Google Workspace (Gmail, Calendar, Sheets, Docs)Preferred Qualifications:Experience with intake coordination in healthcare or ABA settingsFamiliarity with Medicaid, Tricare, and commercial insurance processesKnowledge of autism spectrum disorder and ABA therapyCustomer service or family liaison experienceBilingual in Spanish and English Preferred (fluent written and verbal communication)Primary ResponsibilitiesReferral Management:Respond to all new referrals immediately or within 24 hours (goal: immediately & same day)Conduct initial phone screenings with familiesAnswer questions about ABA services, insurance coverage, and GreenLight ABA's approachTrack all referrals in centralized spreadsheet and CRM systemIntake Process:Schedule and conduct comprehensive intake calls with familiesPresent client orientation materials and answer questionsCollect required documentation (diagnostic reports, referral letters, insurance cards)Complete insurance eligibility verification (Medicaid portal, commercial insurance)Send intake packets via PandaDoc and track completionClient Onboarding into Central Reach:Add new clients to Central Reach with complete and accurate informationSet up billing information, payor details, and authorizations in CRConfigure EVV (Electronic Visit Verification) with proper geolocationAdd client labels, availability, and all required demographic informationFollow established SOPs precisely for all CR setup tasksFamily Communication & Relationship Building:Serve as primary point of contact for families during intake processProvide regular updates to families on authorization status and next stepsManage waitlist communication (bi-weekly updates to waitlisted families)Build trust and rapport with families from first contact through treatment startAddress family concerns and questions with empathy and professionalismInsurance & Authorization Coordination:Verify insurance benefits and coverage for ABA servicesCollect and organize all documentation needed for authorization requestsCoordinate with Director of Operations on authorization submissionsCommunicate authorization updates to families and clinical teamMaintain accurate records of all insurance and authorization informationData Management & Reporting:Maintain accurate and up-to-date referral tracking spreadsheetsUpdate client status in all systems (CR, referral spreadsheets, intake trackers)Provide weekly reports on referral volume, conversion rates, and intake pipelineDocument all family interactions and follow-up needsBilingual Support:Conduct intake calls in Spanish for Spanish-speaking familiesTranslate documents and materials as neededServe as interpreter for clinical team when neededEnsure Spanish-speaking families receive equitable access to servicesKey Performance Indicators (KPIs)Referral response time (goal: same day, max 24 hours)Intake-to-assessment timeline (goal: within 2-3 weeks of referral)Referral conversion rate (goal: 70%+ of appropriate referrals)Family satisfaction with intake processAccuracy of data entry in Central Reach and tracking systemsWaitlist retention rate (families still engaged when capacity available)Work Schedule & ExpectationsFull-Time: Monday-Friday, 8:00 AM - 4:30 PM MST or 8:30 AM - 5:00 PM MST.Consistent availability and reliability essentialOccasional flexibility for urgent family needs or time-sensitive referralsRemote work available with reliable internet and quiet workspaceCompetencies & CharacteristicsEssential Competencies:Empathy and compassion for families navigating autism servicesExceptional organizational skills and ability to manage multiple prioritiesDetail-oriented with commitment to accuracy in data entryStrong verbal and written communication skills in English and SpanishAbility to follow SOPs and processes preciselyProactive communication and follow-throughTech-savvy and comfortable learning new systemsProfessional phone presence and customer service skillsPersonal Characteristics:Warm, welcoming, and approachablePatient and understanding with families who may be overwhelmedSelf-motivated and able to work independentlyTeam player who collaborates well with clinical and operations staffCulturally sensitive and respectful of diverse familiesPositive attitude and solution-focused mindsetCommitment to GreenLight ABA's mission and valuesWhat We OfferCompetitive salary based on experienceHealth benefits (for full-time employees)Paid time offProfessional development opportunitiesSupportive team environmentOpportunity to make a meaningful difference in children's livesClear growth path within the organizationTo ApplyPlease submit:Resume highlighting ABA experience and bilingual capabilitiesCover letter explaining your interest in this role (may submit in English or Spanish)Three professional referencesNote: Central Reach, ABA therapy, and Bilingual (English/Spanish) experience is highly preferred but not required if candidate has strong technical aptitude and relevant experience.Equal Opportunity EmployerGreenLight ABA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.