Intake Specialist- ABA Referrals

SpringHealth Behavioral Health and Integrated Care

Join SpringHealth Behavioral Health and Integrated Care as an Intake Specialist and become the compassionate first connection for families seeking ABA services. In this pivotal role, you'll guide families through the intake and authorization process with care, clarity, and efficiency-helping them take the first steps toward meaningful support.

The Intake Specialist is the first point of contact for families seeking Applied Behavior Analysis (ABA) services.

This role is responsible for managing all incoming referrals, communicating with referral sources, guiding families through the intake and authorization process, and obtaining all required documents from physicians and other providers on behalf of the family. The Intake Specialist ensures a seamless, supportive, and timely on-boarding experience for every family, while maintaining compliance with payer and organizational standards.

Key Responsibilities:

Referral Management

Receive, review, and process all incoming ABA referrals from physicians, schools, care coordinators, and community partners.
• Contact referral sources promptly to verify referral details, care needs, and missing documentation.
• Document referral information accurately in the Electronic Health Record (EHR) and intake tracking systems.
• Maintain clear, consistent communication with referral partners to support a streamlined referral process.

Family Support & Communication

• Serve as the primary point of contact for families throughout the intake process.
• Provide compassionate, step-by-step guidance to families to explain ABA services, insurance requirements, time-lines, and next steps.
• Assist families with completing intake forms, consents, and required administrative paperwork.
• Address questions regarding insurance coverage, authorizations, service delivery models, and clinic/home-based options.

Documentation & Coordination with Providers

• Work directly with physician offices and healthcare providers to obtain necessary documentation, including diagnostic reports, prescriptions, referral forms, plan of care statements, and medical necessity documents.
• Request and track medical records or other required documentation on behalf of the family to prevent delays in assessment or treatment.
• Ensure all documents meet payer-specific criteria and are uploaded correctly into the EHR.

Insurance Verification & Authorization Support

• Collect necessary insurance information from families and assist with insurance verification processes.
• Work with the authorization team to ensure all eligibility checks and prior authorizations are completed.
• Communicate authorization status and next steps to families and internal teams.

Coordination With Clinical Teams

• Collaborate with scheduling and clinical leadership to coordinate assessment appointments once the intake packet is complete.
• Ensure clinicians have all required documentation prior to assessment.
• Provide timely status updates to the clinical team regarding referral progression and potential barriers.

Compliance & Quality Assurance

• Ensure all intake steps follow payer, regulatory, and organizational guidelines.
• Maintain accurate, up-to-date documentation and detailed notes within the EHR.
• Protect confidential health information in compliance with HIPAA.

Qualifications:

• High School Diploma required
• Experience working in healthcare, behavioral health, case management, medical office, or ABA required
• Strong knowledge of insurance processes (Medicaid, commercial plans) highly valued
• Excellent communication, customer service, and organizational skills
• Ability to manage multiple tasks, meet deadlines, and work in a fast-paced environment
• Proficiency with EHR systems and Microsoft Office Suite
• Ability to problem-solve and troubleshoot documentation or referral barriers.

Key Competencies:

• Compassionate and family-centered communication
• Attention to detail and accuracy
• Professionalism with both families and referral partners
• Ability to build positive relationships
• Strong follow-through and time management
• Understanding of confidentiality and HIPAA requirements