Intake Specialist

Job description

Kind Behavioral Health is a leading provider of Applied Behavior Analysis services in North Carolina and Georgia, dedicated to improving the lives of children with autism spectrum disorder (“ASD”). We provide life-changing treatment to children with ASD, providing outstanding quality care, and delivering exceptional clinical outcomes, in an environment in which all are encouraged to **THINK BIG, HAVE FUN, DO GOOD, and BE KIND**. We deliver treatment through individualized care plans, and target socially significant behaviors, enabling the clients we serve to lead more independent, fulfilling lives. **Position Overview:** The Intake Specialist plays a highly impactful role in helping children and families access the services they need. As one of the first points of contact with Kind Behavioral Health, this position sets the tone for each family’s experience by providing compassionate, responsive, and knowledgeable support throughout the intake process. The Intake Specialist also serves as a critical connector across KBH, collaborating closely with our clinical, scheduling, and authorization teams to move families efficiently from their initial inquiry to the start of services. This role is essential to creating a seamless, positive experience and ensuring every family feels informed, supported, and welcomed from the very beginning. **This is a remote role. Our ideal candidate will reside in North Carolina, but other locations in EST and CST time zones are also eligible.** ### Role Responsibilities: **Administrative & Client Coordination** - Coordinate scheduling of consultations, tours, and assessments. - Communicate with clients, families, caregivers, and referral partners regarding appointment details, required documentation, and assessment procedures. - Serve as first-line support for routine questions regarding scheduling, required forms, and logistics, while directing all clinical questions to the BCBA or Clinic Director. **Documentation** - Collect, review, and organize intake information, historical records, educational documentation, and consent forms. - Enter, upload, and maintain records within the EMR system with accuracy and timeliness. **Evaluation Process Support** - Track case progress across intake process stages and ensure a positive experience for both the family and the KBH team. - Serve as liaison to families referred for a diagnosis, assisting with referral coordination and care navigation. **Data, Reporting & Process Improvement** - Create, refine, and implement workflow and process enhancements to improve efficiency and throughput. - Partner with the Director of Workforce Planning & Client Experience to compile, analyze, and communicate operational and client experience data trends. - Contribute to the development and maintenance of report templates and systemized documentation tools. **Compliance & Client Service** - Ensure compliance with HIPAA and KBH privacy standards in all communications and data management. - Communicate updates promptly and professionally with clinicians, clients, and caregivers. ### Role Requirements: - High school diploma or equivalent and 3-4 years experience serving as an intake specialist (or equivalent role) with demonstrated success managing client intake operations, required. - Bachelor's degree in Business Administration, Healthcare Administration, Human Resources, Operations Management, or related field or related field and 2+ years experience serving as an Intake Specialist (or equivalent role) with demonstrated success managing client intake operations, preferred. - Provides excellent customer service to caregivers and clinicians; builds trust and maintains professionalism when handling the intake process, required. - Analyzes data, prioritizes tasks, solves problems under pressure, and ensures timely follow-through, required. - Organizes and manages multiple, shifting priorities effectively while maintaining attention to detail and process integrity, required. - Communicates clearly and professionally with caregivers and clinical staff, both verbally and in writing, to resolve conflicts and coordinate care, required. - Experience in autism or ABA service environments, preferred. - Experience using practice management software (CentralReach preferred) and Excel or reporting tools to monitor key metrics, required. - Exposure to continuous improvement work (e.g., reducing process inefficiencies, improving intake throughput, streamlining overall processes), required.