Intake Coordinator - Autism Therapy

Highlights Healthcare is seeking a passionate and dedicated Intake Coordinator to join our corporate support team. Our team supports our ABA therapy Learning Centers and diagnostic clinicians throughout the southeast.

The Intake Coordinator serves as the primary point of contact for new clients seeking Autism Testing and Applied Behavior Analysis (ABA) therapy services. This role is critical in ensuring a seamless intake experience by guiding families through the initial steps of care, verifying insurance benefits, collecting necessary documentation, and coordinating with internal teams. The ideal candidate is detail-oriented, has a high level of customer service, empathetic, highly organized, able to manage time‑sensitive scheduling demands in a fast‑paced healthcare environment, and possesses a strong understanding of healthcare and ABA service procedures.

• Competitive pay, commensurate with experience
• Full time employment
• Benefits include Paid Time Off (PTO), Health, Dental, and Vision Insurance, Employee Assistance Program (EAP), Flexible Spending Account (FSA), Health Savings Account (HSA), 401K
• Supportive/collaborative work environment
• Growing company committed to clinical excellence and its mission

• Manage and maintain the diagnostic physician’s evaluation calendar, ensuring efficient scheduling and optimal utilization of appointment slots.
• Schedule diagnostic evaluations promptly, ensuring all required documentation, insurance verification, and pre‑appointment requirements are completed prior to the appointment date.
• Coordinate reschedules, cancellations, and urgent appointment adjustments with professionalism and efficiency.
• Proactively troubleshoot scheduling conflicts, no‑shows, documentation delays, or insurance‑related barriers to prevent disruptions in care.
• Communicate quickly and clearly with families, physicians, and internal teams when schedule changes occur to ensure continuity and minimize delays in service delivery
• Monitor diagnostic appointment pipelines and identify potential gaps or delays, escalating concerns to leadership as needed.
• Respond to new client inquiries via phone, email, fax, and web with professionalism and compassion.
• Conduct intake interviews to collect demographic and clinical information from families.
• Clearly explain the intake process, diagnostic services, and ABA therapy offerings, including required documentation.
• Verify and document insurance coverage and benefits.
• Accurately maintain and update client records within the electronic health record (EHR) system.
• Follow up with families to ensure timely submission of all intake documentation.
• Collaborate closely with clinicians, administrative staff, the diagnostic team, and billing departments to ensure a smooth onboarding process.
• Track and report client onboarding and diagnostic scheduling status; provide regular updates to leadership.
• Ensure compliance with HIPAA regulations and all applicable privacy laws and standards.

• Prior experience in healthcare, autism services, medical scheduling, or diagnostic coordination preferred.
• Demonstrated experience managing provider calendars and navigating complex scheduling logistics.
• Strong problem‑solving skills with the ability to think critically and respond effectively in time‑sensitive situations.
• Excellent verbal and written communication skills, with the ability to convey empathy and professionalism.
• Strong multitasking and time‑management abilities with a capacity to work independently.
• Proficiency in Microsoft Office Suite, especially Excel (e.g., creating reports, pivot tables, filtering data).
• Experience with EHR systems; familiarity with Central Reach is a plus.
• Bilingual (Spanish or other languages) is preferred but not required.
• Attributes: adaptive, detail‑oriented, team‑oriented, organized, goal‑driven, and resilient in fast‑paced settings.
• Willingness to work flexible hours, including evenings and weekends, as needed.
• Ability to maintain composure and professionalism in high‑pressure environments.
• Receptive to feedback and open to continuous learning and improvement.

• Perform general administrative duties to support daily operations at Highlights Healthcare.
• Proactively suggest process improvements to enhance efficiency and client satisfaction.
• Stay current on industry trends to support professional development.
• Uphold the vision, mission, and values of Highlights Healthcare.
• Participate in the on‑call rotation, including evenings, weekends, and holidays.

Highlights Healthcare, LLC is an equal opportunity employer and considers all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or Health insurance.

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