Intake Specialist (Healthcare)

Job Title: Intake Specialist

Schedule: Full-Time (40 hours/week), Monday-Friday, 12:00 PM-8:00 PM EST

Location: Remote

Reports To: Intake Manager or Clinical Operations Lead

About The Role

We are seeking a highly organized, detail-oriented, and compassionate Intake Specialist to be the first point of contact for families pursuing ABA therapy services. You will play a critical role in ensuring a smooth and supportive onboarding experience by gathering necessary information, entering and tracking data in our CRM (HubSpot), and helping families complete the intake process through our secure portal.

Key Responsibilities

• Initial Family Contact & Intake
• Call prospective families to gather essential demographic and referral information.
• Act as a supportive and empathetic resource for families navigating the intake process.
• Data Entry & CRM Management
• Accurately enter and update all intake information in HubSpot.
• Manage intake-related tasks within the CRM to ensure smooth workflow progression.
• Portal Management
• Invite families to the secure intake portal and assist them in completing required documentation.
• Monitor portal activity and provide follow-up support as needed.
• Insurance & Documentation Coordination
• Submit Verifications of Benefits (VOBs) to insurance providers using Silna and track responses.
• Send Releases of Information (ROIs) to collect necessary medical or referral records.
• Process all incoming faxes, upload relevant documents to CRM, and ensure accurate recordkeeping.
• Inbound Communication
• Respond to incoming phone calls during business hours and provide timely, helpful support to prospective families.
• Maintain professionalism, confidentiality, and empathy in all communications.
  

Performance Metrics & Expectations

• Intake Completion: Minimum of 5 completed intakes per day (25 per week).
• VOB Submission: 100% of VOBs submitted within 12 hours of intake completion; zero escalations due to incorrect data.
• Fax Processing: No outstanding faxes by end of shift; 100% accuracy in data entry.
• ROI Management: 100% of ROIs sent by end of shift.
  
  

Required Qualifications

• 1+ years of experience in a healthcare, administrative, or customer-facing role (intake experience preferred).
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Experience with CRM platforms such as HubSpot (or willingness to learn quickly).
• Proficiency in handling confidential information with sensitivity and discretion.
• Comfortable working independently in a fast-paced, remote environment.
  
  

Preferred Qualifications

• Familiarity with ABA therapy or behavioral health services.
• Experience with HIPAA-compliant documentation handling.
• Previous experience working with insurance verification systems (e.g., Silna).
  
  

What We Offer

• Collaborative, mission-driven team
• Opportunity to grow in a rapidly expanding healthcare organization
• Flexible remote work
• Supportive onboarding and training