Intake Coordinator – ABA Therapy
Milestones Moments is seeking an energetic, organized, and compassionate Intake Coordinator to join our team.
This is a full-time, in-office position for someone who enjoys speaking with people, following up, staying organized, and helping families take the first steps toward receiving ABA therapy services.
The Intake Coordinator is the first point of contact for new families and referrals and is responsible for moving each lead from initial referral through completion of the intake process.
What You'll Be Responsible For
- Receive and review new leads and referrals
- Enter and maintain accurate lead information in our CRM
- Contact new families promptly by phone, text, and email
- Speak with parents and caregivers about Milestones Moments and explain the intake process
- Send intake forms and guide families through completing them
- Follow up consistently with families until the intake is completed
- Obtain required documentation, including insurance information, diagnostic documentation, and other necessary records
- Identify missing information or documents and actively work to obtain them
- Track every contact attempt, follow-up date, lead status, and outstanding item
- Maintain organized and accurate records in Zoho CRM
- Keep referral sources and internal team members informed regarding the status of referrals when appropriate
- Help families understand what may still be needed before services can move forward
- Coordinate evaluation resources when a family still needs appropriate diagnostic documentation
- Convert completed leads into the next stage of the intake process
- Provide a clean and complete handoff to the Family Services team for insurance verification and continued case processing
This Role Is About Follow-Through
A successful Intake Coordinator doesn't simply make one phone call and move on.
Families are busy. Calls get missed. Forms aren't always completed immediately. Documents may be missing.
We need someone who will professionally and compassionately stay on top of every lead until there is a clear outcome.
That means calling back, sending follow-up messages, documenting what happened, scheduling the next follow-up, and making sure promising referrals don't fall through the cracks.
The Right Person for This Role
You may be a great fit if you are:
- Comfortable spending a significant portion of your day on the phone
- Warm, friendly, and confident when speaking with parents and caregivers
- Persistent without being pushy
- Highly organized
- Detail-oriented
- Excellent at following up
- Comfortable managing many open leads at the same time
- Able to prioritize what requires attention each day
- Comfortable learning and working inside a CRM
- Able to communicate professionally by phone, email, and text
- Able to handle confidential healthcare information professionally
- Someone who takes ownership rather than waiting to be reminded what needs to happen next
Preferred Experience
Experience in one or more of the following is helpful:
- Healthcare intake
- ABA or behavioral health
- Medical offices
- Patient coordination
- Insurance-related healthcare environments
- Customer service or call-center work
- CRM systems such as Zoho
ABA experience is helpful but not required for the right candidate.
Schedule
Monday through Friday
9:00 AM – 5:00 PM
Full-Time, In-Office
About Milestones Moments
Milestones Moments provides ABA therapy services to children and families. Our intake team plays an essential role in making sure families don't get lost between a referral and actually beginning the process of receiving care.
For many families, the Intake Coordinator is their first real interaction with our company. We are looking for someone who can combine warmth and compassion with urgency, organization, and strong follow-through.
If you love talking to people, keeping things organized, solving small roadblocks, and seeing something through from beginning to end, we'd love to hear from you.
Pay: $40,000.00 - $45,000.00 per year
Work Location: In person
