Intake Coordinator

About Opportunity

Propel Autism is seeking an organized, articulate, and results-driven Intake Coordinator to help more families access Applied Behavior Analysis (ABA) services.

This role combines family intake, referral relationship management, and hands-on community outreach. We’re looking for someone with ABA experience who connects naturally with families and healthcare professionals, keeps every detail organized, and follows through consistently to move opportunities forward.

Key Responsibilities

Family Intake and Relationship Management

• Serve as a welcoming, knowledgeable point of contact for families exploring ABA services.
• Clearly explain our services, intake requirements, and next steps with warmth and professionalism.
• Guide families through intake paperwork, documentation collection, and coordination with internal teams.
• Maintain consistent follow-up to keep families informed and help address barriers to accessing care.
• Partner with clinical, operations, and billing teams to support a smooth transition from inquiry to services.

Intake Management Technology

• Be comfortable with technology and learn new tools to support an organized and efficient intake process.
• Review call summaries, intake information, and follow-up tasks for accuracy and completion.
• Identify missed inquiries, communication gaps, and opportunities to improve the family experience.
• Coordinate updates to scripts, workflows, and escalation processes with the appropriate team.

Community Outreach and Business Development

• Actively generate new client inquiries through proactive outreach and relationship building.
• Get out into the community to visit pediatric offices, diagnostic providers, schools, and other potential referral partners near our clinics.
• Build and maintain relationships with physicians, office staff, and community organizations serving children with autism.
• Represent Propel Autism at community events, networking opportunities, and referral partner meetings.
• Approach outreach with initiative and persistence - exploring another connection, following up thoughtfully, and finding a path toward “yes” while respecting family preferences.

CRM and Intake Organization

• Use HubSpot to maintain accurate contact records, referral sources, outreach activity, pipeline stages, and follow-up tasks.
• Use Central Reach to support intake coordination and maintain accurate client information.
• Keep inquiries and referral opportunities organized so every next step has a clear owner and timeline.
• Track inquiry volume, referral activity, intake progress, and conversion trends.
• Handle sensitive family information with discretion and follow established privacy procedures.

Qualifications

• Previous experience in ABA services, with a background in intake, admissions, family coordination, referral development, or a related role.
• Strong technology skills, with the ability to learn new platforms quickly and a willingness to explore and experiment with AI and voice technologies to improve intake workflows and the family experience.
• Hands-on experience with HubSpot CRM and Central Reach.
• Strong verbal and written communication skills, including the ability to speak confidently and compassionately with families, physicians, and referral partners about autism and ABA services.
• Exceptional organization, attention to detail, and follow-through.
• Comfort with phone outreach, in-person visits, and building new business relationships.
• Ability to manage competing priorities independently and maintain momentum across multiple inquiries.
• Availability to travel locally for outreach and community events.

What Success Looks Like

Families feel supported, referral partners stay connected, intake records remain accurate, and qualified inquiries move steadily toward services. You bring energy, accountability, and resourcefulness to helping more families connect with Propel Autism.