Intake Specialist

The Intake Concierge is the initial contact within the LittleStar Intake Department that families correspond with when interested in ABA Therapy Services.

Essential Duties and Responsibilities:

· Review and Respond to service inquires for ABA Therapy services.

(web, chat feature, phone, center direct calls, Formstack documents, tour request forms, etc.)

· Manage enrollment process from inquiry to enrollment, communicating with the family through each phase and working collaboratively with each department responsible for their portion.

· Ensure patient information is noted on the SharePoint document under the appropriate assigned center location.

· Monitor Formstack call forms and notations uploaded onto the Intake Patient Inquiry report.

· Answer family questions, outline services and process to proceed

· Send family registration documents if interested in services

· Maintain designated center Smartsheet Enrollment page and Waitlist data.

· Check in all required documents through various stages of intake process ensuring compliance and upload into Welligent when appropriate.

· Follow up with families who fail to return registration documents and/or families who do not respond to Intake Department’s return call, web inquiry, or email.

· Physician Referrals for ABA Therapy, confirm receipt of transmission with physician’s office

· Contact family listed on physician’s referral, answer family questions, outline process and send registration documents if interested in pursuing services

· LittleStar Clinic Referrals, contact family to confirm interested in registering for ABA Therapy services

· Assist Intake Director as needed

Required Educational Qualifications and Skills:

· High School Diploma

· Strong attention to detail for managing files, data collection and report writing

· Proficient in Microsoft Word and Excel

· A positive team player and energetic professional

· Strong organizational, time management and multi-tasking skills

· Impeccable interpersonal communication; good judgment and creative thinking skills; ability to develop and maintain relationships as well as communicate appropriately given the circumstances of the situation and individuals involved

· Discretion in matters of privacy and maintaining of HIPAA rules and regulations

Preferred Educational Qualifications and Skills:

· Bachelor’s Degree in Social Work, ABA, Communications, or related field

· Experience working in a medical front or back office, clinical setting, or any field of customer service

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

Position operates in a professional office environment. This role routinely uses standard office and audiovisual equipment. This position may be eligible for telecommuting per the telecommuting policy depending on organizational needs and at supervisor’s discretion.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk, climb stairs, use hands to finger, handle or feel; and reach with hands and arms. Must be able to lift a minimum of 25 pounds.

Reasonable accommodations can be provided to assist or enable qualified individuals with disabilities to perform the essential functions of the position, upon request.

Travel

Travel is expected for this position.

Condition of Employment

· Must successfully pass the initial and updated criminal history, background, and record checks, which includes driving history checks.

· Must wear appropriate Personal Protective Equipment (PPE), as provided by LittleStar, where physical distance cannot be attained.

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