ABA Intake and Scheduling Coordinator

Montvale, NJ
Full Time
Entry Level
 

ABA Intake and Scheduling Coordinator

Location: Montvale, NJ
Salary: $22-26 per hour
Work Arrangement: 5 days in-office

 Company Overview

We are a dedicated team in the healthcare industry focused on providing high-quality ABA services. Our company’s core mission is to make a meaningful difference in the lives of individuals with Autism Spectrum Disorder by providing support, care, and innovative programs that enable them to thrive. With a strong commitment to community outreach and service excellence, we aim to create an inclusive, supportive environment where everyone can succeed.

Our core values—integrity, collaboration, and continual improvement—guide our team as we deliver exceptional services. If you are passionate about making a positive impact, excited by the opportunity to help others, and eager to grow with a dynamic organization, we encourage you to apply 

Position Summary

As an ABA Intake and Scheduling Coordinator, you will play a vital role in managing the intake process for new clients and coordinating and managing client services by scheduling Behavior Technicians to provide ABA services in client’ homes. You will be the main point of contact for referrals and ensure that clients meet service eligibility as well as ensuring clients have a seamless onboarding experience. This role also involves handling day-to-day scheduling tasks, ensuring timely delivery of services, and managing any changes that may arise. You will work closely with various teams - such as Authorizations, and Employee Coordinators (in onboarding), to ensure smooth service delivery. This role requires a strong commitment to customer service, excellent communication skills, the ability to manage multiple tasks effectively, and to be willing to help the entire operations team to succeed.

Responsibilities

  • Coordinate and manage client intake processes, ensuring all documentation and client information is accurately recorded.
  • Determine client service eligibility and communicate the next steps clearly and professionally.
  • Serve as the point of contact for referral sources, managing intake communications and follow-up.
  • Administer client onboarding through the client portal and manage their journey with our services.
  • Collaborate with ABA Scheduling, Authorizations, and Client Coordination teams to ensure smooth client transitions.
  • Maintain and improve intake documentation and templates for streamlined processes.
  • Manage the scheduling of client services, ensuring that all client needs are met efficiently.
  • Ensure that Behavioral Technicians are scheduled according to availability and client requirements.
  • Oversee all scheduling-related tasks, ensuring smooth operations and communication with clients and staff.
  • Address any conflicts or changes in the schedule and provide timely resolutions to ensure seamless operations.
  • Pull relevant reports and data using Power BI and present to the clinical team to assist with decision-making.
  • Take on other tasks, as requested, that do not require skills that are materially different from others used within the role.

Success Measurements 

  • 30 Days: Learn intake procedures, understand the onboarding journey, and begin facilitating intakes. Become familiar with the zones, learn the scheduling process and tools, and understand the scheduling nuances.
  • 60 Days: Manage an intake caseload, develop email templates, and successfully navigate internal systems. Independently manage the scheduling of staff and clients, keeping up with the caseload, and ensuring no overdue tasks.
  • 90 Days: Fully understand the intake and scheduling processes and be prepared to take on quarterly projects (aka ROCKs).
  • 1 Year: Fully operational in all facets of intake and scheduling and actively identify areas for optimization.

Requirements

  • Healthcare Intake experience-required
  • ABA experience- a plus! 
  • Central Reach experience- a plus!
  • Proficiency in using software tools like Central Reach, GSuite, and DocuSign.
  • Soft Skills:
    • Customer services orientation
    • Critical thinking and problem-solving
    • Strong organizational skills and ability to manage multiple tasks
    • Excellent communication skills and ability to work independently
    • Professionalism and ability to work in a fast-paced environment
    • Adaptability and creativity in solving scheduling conflicts
    • Must demonstrate traits of professionalism, timeliness, and a "Can Do" attitude.

Perks & Benefits

  • Comprehensive health benefits, including medical, dental, and vision coverage.
  • 15 days of Paid Time Off (PTO), allowing flexibility for personal and family needs.
  • 10 floating holidays annually.
  • Career growth opportunities within a rapidly expanding organization.

Equal Employment Opportunity (EEO) Statement:
We are committed to providing equal employment opportunities to all employees and applicants for employment. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, disability, or any other legally protected status.


 
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