Intake Specialist

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CrewBloom

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 2016

🤝 B2B

☁️ SaaS

🎯 Recruiter

B2B • SaaS • Recruitment

CrewBloom is a remote staffing agency dedicated to connecting businesses with top-tier remote talent across various industries. They streamline the hiring process by sourcing, screening, and onboarding qualified candidates tailored to the specific needs of their clients, ensuring a seamless integration into teams. With a focus on global talent acquisition, CrewBloom empowers companies to scale their operations efficiently while reducing costs and maintaining compliance with HR regulations.

📋 Description

• Receive and log all incoming referrals via phone, fax, email, and referral portals in the intake tracking system accurately and in real time. • Conduct initial eligibility screenings to verify insurance coverage, benefit levels, and ABA service authorization requirements. • Gather and organize all required intake documentation from families and referring providers, including diagnostic evaluations, prescription letters, and consent forms. • Communicate referral receipt and next-step instructions to families promptly and professionally. • Escalate complex or high-priority referrals to the Lead Intake Specialist as appropriate. • Assist in the preparation and submission of prior authorization requests for ABA services to Medicaid, managed care organizations, and commercial insurance payers. • Follow up on pending authorization submissions and document status updates in the tracking system. • Coordinate with clinical staff (BCBAs / LBAs) to collect required clinical documentation in support of authorization requests. • Flag cases that may require Single Case Agreement (SCA) processing and refer them to the Lead Intake Specialist or SCA Specialist. • Monitor approaching authorization expiration dates and initiate re-authorization outreach under the direction of the Lead Intake Specialist. • Contact families in a timely manner upon referral receipt to explain the intake process, collect required information, and address general inquiries. • Provide empathetic and professional communication throughout the enrollment process, recognizing that families are often navigating a complex and unfamiliar system. • Respond to inbound inquiries from families, pediatricians, schools, and other referral sources regarding intake status, required documents, and next steps. • Ensure families are informed of any delays, documentation gaps, or payer-related requirements affecting their enrollment timeline. • Maintain accurate, complete, and up-to-date records for all referrals and active intake cases in the designated tracking system. • Ensure all intake files meet documentation standards required by payers, regulatory bodies. • Conduct routine audits of assigned intake cases to identify missing documents, outstanding items, or stalled pipeline stages. • Generate status reports on assigned caseload as requested by the Lead Intake Specialist or Director of Operations. • Collaborate with the billing, clinical, and scheduling teams to ensure seamless handoff from intake authorization to active service delivery. • Participate in intake team huddles, pipeline reviews, and cross-departmental coordination meetings as directed. • Support the Lead Intake Specialist with special intake projects, payer-specific workflows, or capacity-driven assignments as needed. • Adhere to all HIPAA regulations and confidentiality policies when handling client records and communications.

🎯 Requirements

• High school diploma or equivalent required; Associate's or Bachelor's degree in Healthcare Administration, Human Services, Business, or a related field preferred. • Minimum 1–2 years of experience in a healthcare intake, patient access, insurance coordination, or administrative support role. • Working knowledge of health insurance terminology, including prior authorizations, eligibility verification, EOBs, and Medicaid managed care. • Strong organizational skills with the ability to manage multiple active cases simultaneously without sacrificing accuracy. • Excellent written and verbal communication skills, with demonstrated ability to communicate sensitively with families navigating healthcare systems. • Proficiency in Microsoft Office Suite and/or Google Workspace; comfort learning new intake and tracking systems quickly. • Strict adherence to HIPAA regulations and confidentiality standards in all aspects of the role. • **Preferred ** • Experience in an ABA therapy, behavioral health, or pediatric healthcare intake or patient access environment. • Familiarity with New York State Medicaid managed care plans, commercial payer prior authorization portals, and ABA-specific authorization requirements. • Bilingual in English and Spanish — strongly preferred. • Experience using electronic health record (EHR) systems, CRM platforms, or intake management software. • Demonstrated ability to work within structured, process-driven environments with defined performance metrics and turnaround standards.

🏖️ Benefits

• Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth. • Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field. • Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward. • Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards. • Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment. • Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.