Intakes and Referral Coordinator

Position Summary

The Intake & Referral Coordinator is responsible for managing the full intake process for new clients while building and maintaining strong relationships with referring providers and community partners. This role serves as the first point of contact for families and plays a critical role in ensuring a smooth, timely, and professional onboarding experience. This position requires strong organization, communication, and follow-through, as well as the ability to collaborate across clinical, administrative, and scheduling teams.

Key Responsibilities

• Serve as the primary point of contact for all new client inquiries (phone, email, online referrals)

• Conduct initial screenings to determine service eligibility and appropriate program placement (ABA, IDTC, H2020, etc.)

• Guide families through the intake process, including:

  • Create and activate CentralReach accounts
  • Complete intake documentation
  • Explain program expectations, schedules, and requirements
  • Verify insurance benefits and coordinate authorizations with payers
  • Ensure all required documentation is completed prior to scheduling assessments
  • Coordinate with Clinical Administrators and Supervisors to schedule assessments and services
  • Track intake status and maintain accurate records in CentralReach and internal tracking systems
  • Follow up with families to ensure timely completion of intake steps

• Develop and Maintain Relationships With Pediatricians, Schools and school districts, Speech, OT, and other therapy providers, Community organizations and case managers

• Conduct Regular Outreach To Referral Sources Via phone calls, emails, in-person visits (when applicable)

• Educate and support referring providers and community partners on the clinic's services and referral process