Job Details

Company Overview

GreenlightABA is a leading provider of Applied Behavior Analysis (ABA) therapy services, dedicated to helping children and families achieve meaningful progress through evidence-based interventions. We are committed to providing high-quality,compassionate care in a supportive and collaborative environment.

Position Overview

GreenLight ABA is seeking a Intake & Referrals Specialist with ABA experience to manage all aspects of client intake, referral processing, and family onboarding. This role is critical to our growth and serves as the first point of contact for families seeking ABA services for their children. The ideal candidate is warm, organized, detail-oriented, and passionate about supporting families navigating autism services.

Required Qualifications

Non-Negotiable Requirements:

• ABA experience required (minimum 1-2 years in an ABA setting)
• Central Reach experience highly preferred
• Strong organizational skills and attention to detail
• Excellent communication skills (phone, email, in-person)
• Experience with insurance verification and benefits checking
• Proficiency with Google Workspace (Gmail, Calendar, Sheets, Docs)

Preferred Qualifications:

• Experience with intake coordination in healthcare or ABA settings
• Familiarity with Medicaid, Tricare, and commercial insurance processes
• Knowledge of autism spectrum disorder and ABA therapy
• Customer service or family liaison experience
• Bilingual in Spanish and English Preferred (fluent written and verbal communication)

Primary Responsibilities

Referral Management:

• Respond to all new referrals immediately or within 24 hours (goal: immediately & same day)
• Conduct initial phone screenings with families
• Answer questions about ABA services, insurance coverage, and GreenLight ABA's approach
• Track all referrals in centralized spreadsheet and CRM system

Intake Process:

• Schedule and conduct comprehensive intake calls with families
• Present client orientation materials and answer questions
• Collect required documentation (diagnostic reports, referral letters, insurance cards)
• Complete insurance eligibility verification (Medicaid portal, commercial insurance)
• Send intake packets via PandaDoc and track completion

Client Onboarding into Central Reach:

• Add new clients to Central Reach with complete and accurate information
• Set up billing information, payor details, and authorizations in CR
• Configure EVV (Electronic Visit Verification) with proper geolocation
• Add client labels, availability, and all required demographic information
• Follow established SOPs precisely for all CR setup tasks

Family Communication & Relationship Building:

• Serve as primary point of contact for families during intake process
• Provide regular updates to families on authorization status and next steps
• Manage waitlist communication (bi-weekly updates to waitlisted families)
• Build trust and rapport with families from first contact through treatment start
• Address family concerns and questions with empathy and professionalism

Insurance & Authorization Coordination:

• Verify insurance benefits and coverage for ABA services
• Collect and organize all documentation needed for authorization requests
• Coordinate with Director of Operations on authorization submissions
• Communicate authorization updates to families and clinical team
• Maintain accurate records of all insurance and authorization information

Data Management & Reporting:

• Maintain accurate and up-to-date referral tracking spreadsheets
• Update client status in all systems (CR, referral spreadsheets, intake trackers)
• Provide weekly reports on referral volume, conversion rates, and intake pipeline
• Document all family interactions and follow-up needs

Bilingual Support:

• Conduct intake calls in Spanish for Spanish-speaking families
• Translate documents and materials as needed
• Serve as interpreter for clinical team when needed
• Ensure Spanish-speaking families receive equitable access to services

Key Performance Indicators (KPIs)

• Referral response time (goal: same day, max 24 hours)
• Intake-to-assessment timeline (goal: within 2-3 weeks of referral)
• Referral conversion rate (goal: 70%+ of appropriate referrals)
• Family satisfaction with intake process
• Accuracy of data entry in Central Reach and tracking systems
• Waitlist retention rate (families still engaged when capacity available)

Work Schedule & Expectations

• Full-Time: Monday-Friday, 8:00 AM - 4:30 PM MST or 8:30 AM - 5:00 PM MST.
• Consistent availability and reliability essential
• Occasional flexibility for urgent family needs or time-sensitive referrals
• Remote work available with reliable internet and quiet workspace

Competencies & Characteristics

Essential Competencies:

• Empathy and compassion for families navigating autism services
• Exceptional organizational skills and ability to manage multiple priorities
• Detail-oriented with commitment to accuracy in data entry
• Strong verbal and written communication skills in English and Spanish
• Ability to follow SOPs and processes precisely
• Proactive communication and follow-through
• Tech-savvy and comfortable learning new systems
• Professional phone presence and customer service skills

Personal Characteristics:

• Warm, welcoming, and approachable
• Patient and understanding with families who may be overwhelmed
• Self-motivated and able to work independently
• Team player who collaborates well with clinical and operations staff
• Culturally sensitive and respectful of diverse families
• Positive attitude and solution-focused mindset
• Commitment to GreenLight ABA's mission and values

What We Offer

• Competitive salary based on experience
• Health benefits (for full-time employees)
• Paid time off
• Professional development opportunities
• Supportive team environment
• Opportunity to make a meaningful difference in children's lives
• Clear growth path within the organization

To Apply

Please submit:

• Resume highlighting ABA experience and bilingual capabilities
• Cover letter explaining your interest in this role (may submit in English or Spanish)
• Three professional references

Note: Central Reach, ABA therapy, and Bilingual (English/Spanish) experience is highly preferred but not required if candidate has strong technical aptitude and relevant experience.

Equal Opportunity Employer

GreenLight ABA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.