Healthcare Intake & Operations Coordinator

Remote | Full-Time | US Healthcare

About the Role

We are looking for a highly organised, proactive and detail-oriented Client Intake & Operations Coordinator to join a growing US-based healthcare services team.

Our client provides therapy services to children and families, including Applied Behaviour Analysis (ABA) and related behavioural health services.

The successful candidate will take ownership of the client intake and onboarding process, coordinating everything from the initial referral through to the commencement of therapy services.

This is a hands-on coordination role that involves managing multiple onboarding cases, arranging insurance verification, coordinating therapists and BCBAs, supporting recruitment activities and ensuring all required documentation and follow-ups are completed.

You will work closely with families, therapists, billing partners and internal team members to ensure that every step of the onboarding process runs smoothly.

The ideal candidate is exceptionally organised, naturally proactive and comfortable managing multiple moving parts without needing constant supervision. We are looking for someone who takes ownership, anticipates what needs to happen next and ensures nothing falls through the cracks

Key Responsibilities

1. Client Intake & Onboarding

• Manage the end-to-end intake and onboarding process for new child-therapy clients.
• Coordinate new referrals and ensure all required intake steps are completed.
• Track multiple active onboarding cases simultaneously, typically between 5–10 clients.
• Coordinate insurance verification and follow up on outstanding information or approvals.
• Monitor onboarding progress, deadlines, documentation and outstanding requirements.
• Ensure smooth handovers between families, therapists, billing partners and internal teams.
• Follow up consistently to ensure each client progresses towards starting services.

2. Therapist Sourcing & Coordination

• Assist with identifying and sourcing suitable therapists and Board Certified Behavior Analysts (BCBAs) for new clients.
• Coordinate therapist availability and match providers to client requirements.
• Create, publish and manage job advertisements on Indeed.
• Use LinkedIn for candidate sourcing, outreach and recruitment activities.
• Conduct initial candidate interviews and coordinate the therapist selection process.
• Assist with therapist onboarding and ensure all relevant steps are completed.
• Maintain communication with therapists throughout the onboarding and service delivery process.

3. Service Delivery & Documentation Follow-Up

• Follow up with therapists to confirm that scheduled therapy sessions are taking place.
• Monitor outstanding session notes and ensure documentation is completed and signed.
• Identify delays, missing documentation or potential service delivery issues.
• Communicate with therapists and relevant team members to resolve outstanding items.
• Escalate concerns or operational challenges when necessary.

4. Billing & Insurance Coordination

• Coordinate insurance verification as part of the client onboarding process.
• Liaise with the external billing company regarding client-related requirements.
• Follow up on outstanding billing information and documentation.
• Ensure relevant client information is shared with the appropriate billing contacts.
• Help maintain communication between the intake team, billing partners and service providers.

5. Administration & Operational Coordination

• Maintain accurate intake trackers, records and onboarding documentation.
• Keep deadlines, follow-ups, handovers and outstanding tasks organised.
• Introduce new team members to the appropriate contacts and ensure communication channels are established.
• Provide updates on client onboarding progress and potential bottlenecks.
• Identify opportunities to improve processes and keep workflows moving efficiently.
• Step into additional operational and administrative responsibilities when required.

Minimum Requirements

• Previous experience in healthcare administration, client onboarding, intake coordination, case management, operations coordination or a similar role.
• Strong organisational and administrative skills.
• Proven ability to manage multiple clients, projects or workflows simultaneously.
• Excellent written and spoken English communication skills.
• Confident communicating with clients, healthcare professionals and internal teams.
• Experience coordinating appointments, service providers, documentation or onboarding processes.
• Strong follow-up and task management abilities.
• Good computer literacy and confidence working with multiple systems.
• Ability to work independently and take ownership of responsibilities.
• Strong attention to detail and commitment to accurate recordkeeping.

Advantageous Experience

• Previous experience in ABA, behavioural health or child-therapy services.
• Experience coordinating patient or client intake processes.
• Exposure to insurance verification and healthcare billing coordination.
• Experience sourcing or recruiting healthcare professionals.
• Experience interviewing and onboarding therapists or clinical staff.
• Familiarity with Indeed and LinkedIn recruitment tools.
• Experience coordinating with external billing companies.
• Previous experience working with US-based healthcare providers.

Essential Skills & Attributes

We are looking for someone who is:

• Exceptionally organised: Naturally uses trackers, lists, calendars and systems to keep everything in order.
• Proactive: Anticipates what needs to happen next and follows up without waiting for reminders.
• Accountable: Takes ownership of tasks and sees them through to completion.
• Detail-oriented: Carefully checks information, documentation and deadlines.
• Independent: Comfortable working remotely with a high degree of trust and minimal supervision.
• A strong communicator: Professional, confident and comfortable communicating via email, WhatsApp, phone and video calls.
• Resourceful: Able to think independently, solve problems and manage unexpected challenges.
• Flexible: Willing to assist with broader operational responsibilities when needed.
• Patient and compassionate: Has a genuine interest in supporting children, families and therapy services.

Working Hours & Availability

• Full-time remote position.
• Monday to Friday, 9:00 AM – 5:00 PM Eastern Time (EST/EDT as applicable).
• Must be available to assist with urgent operational matters over weekends when necessary.
• Follows Jewish holidays rather than standard US public holiday arrangements.

What Success Looks Like

• New clients move efficiently through the intake and onboarding process.
• Multiple active cases are tracked accurately without missed deadlines or follow-ups.
• Insurance verification and billing coordination are completed timeously.
• Suitable therapists are identified, interviewed and onboarded as required.
• Therapists are held accountable for session completion and documentation.
• Families, therapists and internal stakeholders receive timely communication.
• The overall operation runs smoothly without requiring constant management intervention.

We are looking for someone who naturally takes charge, enjoys bringing structure to busy environments and genuinely cares about delivering a high-quality experience for families and healthcare professionals.