Intake Specialist, Spanish Bilingual
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Job Description
Spanish-bilingual Intake Specialist coordinating family referrals, insurance verification, and authorizations for an ABA therapy provider. Supporting families from referral through active services.
Responsibilities:
- Receive and log referrals from phone, fax, email and portals on the same day they arrive
- Check insurance eligibility, benefits and ABA authorization requirements
- Contact families within 24–48 hours of a referral to explain the intake process in English or Spanish
- Collect intake documents such as diagnostic evaluations, prescriptions and consent forms
- Help prepare and submit prior authorizations to Medicaid, managed care and commercial payers, and follow up on them
- Work with BCBAs and LBAs to obtain clinical documents and flag cases that may need a Single Case Agreement
- Track authorization expiration dates and start re-authorizations 30+ days before expiration
- Keep tracking-system records accurate, audit caseload and report on case status
- Work with billing, clinical and scheduling teams to move families smoothly into services
- Follow HIPAA and confidentiality rules
- Serve as the main contact for Spanish-speaking and English-speaking families, referring providers and internal teams
- Report to the Lead Intake Specialist
Requirements:
- Fluency in English and Spanish, spoken and written
- A high school diploma or equivalent
- 1–2 years of experience in healthcare intake, patient access, insurance coordination or admin support
- Working knowledge of prior authorizations, eligibility verification, EOBs and Medicaid managed care
- Strong organization and ability to handle multiple cases accurately
- Warm, clear communication with families new to the healthcare system
- Proficiency in Microsoft Office or Google Workspace
- Comfort learning new systems quickly
- Experience in ABA, behavioral health or pediatric healthcare is nice to have
- Familiarity with NYS Medicaid managed care plans and payer authorization portals is nice to have
- Experience with EHR, CRM or intake software is nice to have
- Mandarin as a third language is nice to have
Benefits:
- Fun, inclusive, innovative culture that values unique contributions and supports professional growth
- Daily opportunities to learn, innovate, and excel
- Career growth opportunities and resources
- Work from home or any location of your choice
- Work-life balance without stressful commutes
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