Intakes and Referral Coordinator

Intake & Referral Coordinator for an ABA Clinic

LEAPS and Beyond, Inc.

The Intake & Referral Coordinator is responsible for managing the full intake process for new clients while building and maintaining strong relationships with referring providers and community partners. This role serves as the first point of contact for families and plays a critical role in ensuring a smooth, timely, and professional onboarding experience. This position requires strong organization, communication, and follow-through, and the ability to collaborate across clinical, administrative, and scheduling teams.

• Serve as the primary point of contact for all new client inquiries (phone, email, online referrals)
• Conduct initial screenings to determine service eligibility and appropriate program placement (ABA, IDTC, H2020, etc.)
• Guide families through the intake process, including creating and activating Central Reach accounts
• Completing intake documentation
• Explaining program expectations, schedules, and requirements
• Verify insurance benefits and coordinate authorizations with payers
• Ensure all required documentation is completed prior to scheduling assessments
• Coordinate with Clinical Administrators and Supervisors to schedule assessments and services
• Track intake status and maintain accurate records in Central Reach and internal tracking systems
• Follow up with families to ensure timely completion of intake steps

• Develop and maintain relationships with pediatricians
• Develop and maintain relationships with schools and school districts
• Develop and maintain relationships with speech, OT, and other therapy providers
• Develop and maintain relationships with community organizations and case managers
• Conduct regular outreach to referral sources via phone calls, emails, and in-person visits (when applicable)