Job Description: Intake Specialist

Intake Specialist Job Description

Position type: Non-clinical

Position Overview: The Intake Specialist is the first point of contact for prospective clients. The role is responsible for the initial conversation with the guardian or client, collecting the information required to open a client file, completing the Client Intake Questionnaire, and verifying insurance eligibility so that prospective clients can move into assessment without delay.

Reports to: Office Manager

Responsibilities:

Initial Contact:

• Respond to inbound inquiries from guardians, clients, referral sources, and community partners.
• Explain the agency’s services, intake process, and next steps in plain language a parent can follow.
• Schedule the intake appointment and confirm attendance with reminders.

Intake Questionnaire and File Setup:

• Walk the guardian through the Client Intake Questionnaire (Appendix 3), gather all required demographic, medical, educational, and behavioral information, and capture answers accurately.
• Collect and label the documents listed on the Parent Intake Document Checklist (identification, insurance, medical and referral documents, educational records, previous therapy records, related-service evaluations, legal documents, and medication list).
• Open the client folder per the Client Folder Checklist (Appendix 4) so the file is ready for the clinical team.

Insurance Eligibility Verification:

• Verify primary and secondary insurance coverage for ABA services and confirm subscriber, member ID, group number, and active dates.
• Check Medicaid eligibility, plan assignment, and any benefit limits before the assessment is scheduled.
• Document the eligibility result, copayment or cost-share expectations, and any prior-authorization requirements in the client file.
• Flag eligibility issues to the Office Manager and Finance / Billing Liaison so the family receives a clear answer before services begin.

Handoff and Coordination:

• Hand the completed intake file to the Clinical Director for assignment to an assessing BCBA.
• Communicate with the family throughout intake so they always know what is needed and what happens next.
• Maintain the intake log, track the status of every prospective client, and follow up on incomplete documents.

Confidentiality and Compliance:

• Handle all guardian and client information in accordance with HIPAA and the agency’s privacy policies.
• Store completed forms and supporting documents in the designated client file location only.

Qualifications:

• High school diploma or higher.
• Experience in a healthcare or behavioral-health front office, intake coordination, or insurance verification preferred.
• Working knowledge of Medicaid and commercial insurance eligibility processes for behavior analysis services.
• Strong written and verbal communication skills with families from many backgrounds.
• Attention to detail, organization, and the ability to manage a multi-step intake workflow without losing items.
• Comfort with electronic health records and document management systems.

The Intake Specialist sets the tone for the family’s entire experience with the agency. The role ensures every prospective client begins with a complete file, verified coverage, and a clear path to assessment.