Intake Specialist (Spanish Bilingual)

We provide ABA therapy, and we’re looking for a caring, organized Intake Specialist. You’ll help families get from their first referral to active services. You’ll be the main contact for Spanish-speaking and English-speaking families, referring providers, and our internal teams. Your work will include accepting new referrals, verifying insurance, collecting documents, and supporting authorizations. You’ll report to our Lead Intake Specialist.

• →Receive and log referrals from phone, fax, email and portals on the same day they arrive
• →Check insurance eligibility, benefits and ABA authorization requirements
• →Contact families within 24–48 hours of a referral to explain the intake process, in English or Spanish
• →Collect intake documents such as diagnostic evaluations, prescriptions and consent forms
• →Help prepare and submit prior authorizations to Medicaid, managed care and commercial payers, and follow up on them
• →Work with BCBAs and LBAs to get clinical documents, and flag cases that may need a Single Case Agreement
• →Track authorization expiration dates and start re-authorizations 30+ days before they expire
• →Keep tracking-system records accurate, audit your caseload and report on case status
• →Work with the billing, clinical, and scheduling teams so families move smoothly into services
• →Follow HIPAA and confidentiality rules at all times

• Fluency in English and Spanish, spoken and written
• A high school diploma or equivalent (an associate’s or bachelor’s degree in healthcare administration, human services or business is a plus)
• 1–2 years of experience in healthcare intake, patient access, insurance coordination or admin support
• Working knowledge of prior authorizations, eligibility verification, EOBs and Medicaid managed care
• Strong organization and the ability to handle multiple cases accurately
• Warm, clear communication with families who are new to the healthcare system
• Proficiency in Microsoft Office or Google Workspace, and comfort learning new systems quickly

• Experience in ABA, behavioral health or pediatric healthcare
• Familiarity with NYS Medicaid managed care plans and payer authorization portals
• Experience with EHR, CRM or intake software
• Mandarin as a third language