Bilingual Intake Coordinator

Position Type: Full-Time
Working Hours: Saturday–Sunday: 10:00 AM–7:00 PM
Monday 5:00 PM–9:00 PM

Tuesday–Friday: 4:00 PM–9:00 PM Eastern Daylight Time
Salary rate: $6-$8
Job Responsibilities:

- Provide weekend intake coverage by handling a high volume of inbound and outbound calls.

- Guide families through a step-by-step, decision-tree intake form.

- Gather and accurately document patient and family information in Lumary.

- Explain intake requirements and next steps clearly and compassionately.

- Follow up with families after the initial intake to obtain missing documentation, including:

- Referrals

- Diagnosis paperwork

- Insurance information

- Other required intake documents

- Develop positive, professional relationships with families and serve as a reliable point of contact throughout the intake process.

- Process intake-related faxes by uploading documents to the correct patient profile.

- Send fax requests for missing documentation when necessary.

- Maintain accurate, organized, and HIPAA-compliant patient records.

- Escalate complex intake concerns or cases according to established procedures.

- Complete assigned tasks independently while following company workflows and documentation standards.

Requirements

- At least 1 year of previous experience in ABA services, healthcare, behavioral health, or patient intake.

- Experience handling phone-intensive responsibilities involving both inbound and outbound calls.

- Familiarity using Lumary and Salesforce is preferred

- Strong experience communicating with families, patients, or caregivers.

- Ability to communicate with compassion, patience, professionalism, and care.

- Ability to follow structured intake forms and decision-tree workflows with minimal supervision.

- Excellent verbal and written communication skills.

- Ability to manage follow-ups and maintain organized patient records.

- Professional demeanor when handling sensitive and patient-facing interactions.

- Availability to provide weekend coverage.

- Experience collecting referrals, diagnosis documents, and insurance information.

Basic Requirements

- Must speak and write English clearly and professionally.

- Must have relevant work experience.

- Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).

- Must be available to attend video meetings with camera on when required.

Technical Requirements

- Computer: Reliable laptop or desktop computer.

- Internet: Stable high-speed internet connection (minimum 25 Mbps).

- Audio: Noise-canceling headset.

- Video: Working webcam for virtual meetings.

- Workspace: Quiet and professional work environment.

Benefits

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Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.

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Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.

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HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.

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Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.

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Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.

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Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.

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Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.

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Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

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