Intake Coordinator

Position Type: Full-Time Working Hours: Saturday–Sunday: 10:00 AM–7:00 PM Monday 5:00 PM–9:00 PM Tuesday–Friday: 4:00 PM–9:00 PM Eastern Daylight Time Salary rate: $5-$6 Job Responsibilities: Provide weekend intake coverage by handling a high volume of inbound and outbound calls. Guide families through a step-by-step, decision-tree intake form. Gather and accurately document patient and family information in Lumary. Explain intake requirements and next steps clearly and compassionately. Follow up with families after the initial intake to obtain missing documentation, including: Referrals Diagnosis paperwork Insurance information Other required intake documents Develop positive, professional relationships with families and serve as a reliable point of contact throughout the intake process. Process intake-related faxes by uploading documents to the correct patient profile. Send fax requests for missing documentation when necessary. Maintain accurate, organized, and HIPAA-compliant patient records. Escalate complex intake concerns or cases according to established procedures. Complete assigned tasks independently while following company workflows and documentation standards. At least 1 year of previous experience in ABA services, healthcare, behavioral health, or patient intake. Experience handling phone-intensive responsibilities involving both inbound and outbound calls. Familiarity using Lumary and Salesforce is preferred Strong experience communicating with families, patients, or caregivers. Ability to communicate with compassion, patience, professionalism, and care. Ability to follow structured intake forms and decision-tree workflows with minimal supervision. Excellent verbal and written communication skills. Ability to manage follow-ups and maintain organized patient records. Professional demeanor when handling sensitive and patient-facing interactions. Availability to provide weekend coverage. Experience collecting referrals, diagnosis documents, and insurance information. Basic Requirements Must speak and write English clearly and professionally. Must have relevant work experience. Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory). Must be available to attend video meetings with camera on when required. Technical Requirements Computer: Reliable laptop or desktop computer. Internet: Stable high-speed internet connection (minimum 25 Mbps). Audio: Noise-canceling headset. Video: Working webcam for virtual meetings. Workspace: Quiet and professional work environment. Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication. Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks. HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients. Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention. Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule. Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client. Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best. Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance. These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.