ABA Intake Coordinator

Willow ABA is seeking an experienced ABA Intake Coordinator to join and support our team. Our Administrative Support team members play a key role in achieving our mission to make a difference in the lives of children with autism spectrum disorder and their families. 

As the Intake Coordinator, you will be the first contact for clients looking for services, verify insurance, collect required documentation, and provide a comforting hand-off to our clinical team to schedule assessments for services. This is a Full-Time, 100% remote position. Only candidates who are bilingual in English and Spanish will be considered.

WHY JOIN THE WILLOW ABA TEAM? 

As a Willow employee, you will be supported throughout the learning process. We recognize that not all people learn the same way, so much of your training will be individualized to ensure you understand your job prior to being expected to be independent. 

Just as we teach our clients to accept differences, we also encourage our staff to embrace theirs. 

Your differences are not only welcomed, but they are needed! 

We don't want this to be just an 8-5 job for you. We want you to continue to grow, learn, and find your passion. When you become a part of the Willow family, you will be cross trained to capitalize on your individual skills and interests by designing new roles and interests that fit your passions. 

SCHEDULE 
Monday-Friday 8-5pm with a one-hour lunch
 

POSITION RESPONSIBILITIES 

• Receive and respond to client communications including, but not limited to, intake and onboarding of new clients 

• Responsible for establishing and fostering relationships with related professional groups to create a pipeline of referrals 

• Creating forecasts and maintaining reporting regarding to client intake for various sites 

• Review and contact new referrals 

• Create client referral opportunities via outreach and fostering relationships 

• Schedule intake appointments and initial assessments 

• Reschedule cancellations/No call no shows as needed 

• Add demographic and payor details to metadata 

• Relay benefit information to the client 

• Add activity logs as needed 

• Create tasks in Central Reach for Insurance team 

• Problem-solve barriers to services and meet with the team on way to overcome barriers 

• Send a welcome email to client/parent 

• Return client and staff voicemails and emails as needed 

• Collect and upload new information, such as diagnosis reports and insurance cards, as needed 

• Record all changes and communications to clients' accounts, as necessary 

• Adhere to federal HIPAA regulations, as well as any company policies & procedures 

QUALIFICATIONS 

• Bilingual in Spanish and English required

• Experience: 2+ years of ABA experience preferred, any ABA experience will be considered

• Professional written & verbal communication 

• Time management 

• Ability to convey information with compassion & warmth to clients 

• Creative & takes initiative 

• High attention to detail 

• Familiarity with Microsoft products 

• High school diploma or GED 

• Knowledge of HIPAA regulations 

FULL-TIME EMPLOYEE BENEFITS 

• Paid time off (80 hours in your first year) 

• 401(k) retirement plan  

• Significant collaboration  

• Performance incentives 

• Health insurance 

• Dental insurance 

• Vision insurance 

• Short- and Long-Term Disability 

• Maternity Leave 

• Company laptop 
   

• Job Type: Full-Time
• Location: Remote
• Schedule: Monday-Friday 8:00am-5:00pm
• Compensation: Hourly $21-$27

A background check will be required for this position. Must be a U.S. authorized employer. Unfortunately, we cannot sponsor individuals with a work visa at this time.

At Willow ABA, we value being an Equal Opportunity Employer. We strive to cultivate an environment where individuals can be their authentic selves. Being an Equal Opportunity Employer means every member of our team feels as though they are supported and belong. We value diverse perspectives to help us provide essential mental health and substance use disorder treatments to all young people. 

Willow ABA applicants are assessed solely on their qualifications for the role, without regard to disability or need for accommodation.