Job Overview

Our client is looking for a highly organized and detail-oriented Bilingual Medical Intake Coordinator to manage the client intake process from initial referral through evaluation, authorization, and readiness for staffing. This role involves coordinating with families, referral sources, insurance providers, clinical teams, and internal operations to ensure all required documentation is collected, verified, and processed accurately and on time.

The ideal candidate has strong administrative and communication skills, excellent follow-up capabilities, and the ability to manage multiple cases while maintaining accurate records and meeting established performance targets.

Schedule: Monday - Friday, 9:00 AM - 5:30 PM EST (40 work hours per week)

Responsibilities:

1. Referral Management & Intake Coordination

• Manage new client referrals from receipt through intake completion and handoff to Staffing and Operations.
• Respond promptly and professionally to referral sources, families, and internal stakeholders.
• Prepare complete and accurate case information for handoff to Staffing and Operations.

2. Insurance Verification & Documentation

• Collect, verify, organize, and track required client and insurance documentation.
• Verify Medicaid eligibility through ePACES and identify applicable insurance coverage.
• Protect confidential client and insurance information in accordance with HIPAA requirements and company policies.

3. Assessment & Clinical Coordination

• Coordinate autism evaluations, initial assessments, and related appointments.
• Coordinate Lead Behavior Analyst (LBA) assignments based on insurance requirements, credentialing, and case needs.
• Track initial assessment reports, authorization requests, approvals, recommended service hours, and reassessment dates.

4. Case Tracking & Administration

• Create and maintain accurate client profiles in Zoho and other approved internal systems.
• Maintain organized client records, digital folders, and intake documentation.
• Provide timely updates to families and internal departments regarding case status, missing documents, and potential delays.
• Monitor pending and aging cases, follow up on outstanding requirements, and document the next steps.
• Maintain referral trackers, case-tracking spreadsheets, and intake reports.
• Identify and escalate issues that may delay evaluations, authorizations, staffing, or service initiation.
• Participate in intake quality audits, KPI reviews, and process improvement initiatives.

Requirements:

• Demonstrated professional fluency in English, with a secondary proficiency in Mandarin
• Ability to communicate clearly with families, referral sources, and internal teams in the required languages.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Willingness and ability to learn Zoho, ePACES, OneDrive, Google Drive, and other internal systems.

Qualifications:

• High school diploma or equivalent required; an associate or bachelor's degree is preferred.
• Previous experience in healthcare administration, medical intake, behavioral health, ABA services, social services, insurance coordination, or case management is an advantage.
• Ability to work independently while collaborating with clinical, administrative, and operations teams.
• Strong problem-solving skills, including the ability to identify missing information, resolve routine issues, and escalate complex cases appropriately.

Performance Expectations:

• Respond to new referrals within established timelines.
• Complete eligibility verification and documentation checks promptly.
• Maintain accurate and up-to-date client records.
• Track assessments, authorizations, and reassessment deadlines consistently.
• Ensure cases have documented next steps and timely follow-up.
• Minimize avoidable delays caused by incomplete documentation or missed follow-ups.
• Provide complete and accurate handoffs to Staffing and Operations.
• Meet established departmental KPIs and participate in regular performance reviews.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.