Intake Manager

We are a leading provider of business management solutions for Applied Behavior Analysis (ABA) therapy practices, dedicated to empowering clinicians to deliver exceptional care. Our comprehensive services—ranging from insurance contracting and compliance to billing, HR, and client outreach—enable practices to streamline operations and focus on client outcomes. With years of experience supporting both established and emerging ABA practices, we foster growth, efficiency, and excellence through innovative strategies and a commitment to operational excellence. Join a team passionate about making a meaningful impact in the behavioral health industry.

We are seeking a dynamic, people-oriented Intake Manager to lead our Intake Team of 6–8 coordinators in a fast-paced, client-focused environment. This leadership role is pivotal in overseeing the intake process, ensuring seamless client onboarding, and driving team performance to meet key performance indicators (KPIs). The Intake Manager will coach and mentor coordinators, foster a positive and goal-oriented team culture, and optimize conversion rates from initial inquiries to active clients. This position requires a blend of strategic oversight, hands-on leadership, and a passion for building relationships to support the growth of ABA practices.

• Team Leadership and Development: Supervise, mentor, and coach a team of 6–8 intake coordinators, providing guidance on best practices, professional development, and performance improvement to ensure high-quality client interactions.
• Intake Process Management: Oversee the end-to-end intake process, from initial client inquiries to successful onboarding, ensuring efficiency, accuracy, and a client-centered experience.
• KPI Achievement: Monitor and drive team performance to meet or exceed KPIs, including inquiry response times, conversion rates, and client satisfaction metrics.
• Conversion Optimization: Develop and implement strategies to improve conversion rates, collaborating with the marketing and client outreach teams to streamline lead generation and follow-up processes.
• Culture Building: Foster a positive, collaborative, and goal-oriented team culture that motivates coordinators to excel and aligns with the company’s mission of supporting ABA practices.
• Process Improvement: Continuously evaluate and refine intake workflows, leveraging data and feedback to enhance efficiency and client experience.
• Client Relationship Management: Ensure coordinators deliver exceptional service, addressing client concerns promptly and maintaining strong communication throughout the intake process.
• Reporting and Analysis: Track and report on team performance metrics, providing regular updates to leadership and using data-driven insights to inform decision-making.
• Compliance and Documentation: Ensure all intake processes adhere to HIPAA regulations and company standards, maintaining accurate and organized client records.
• Cross-Department Collaboration: Work closely with billing, compliance, and clinical teams to ensure a seamless transition from intake to service delivery.

• Education: Bachelor’s degree in Business Administration, Healthcare Administration, Psychology, or a related field. Master’s degree preferred.
• Experience: Minimum of 3–5 years of experience in a leadership or supervisory role, preferably in healthcare, behavioral health, or client services. Experience managing intake or client onboarding processes is a plus.
• Leadership Skills: Proven ability to lead, coach, and motivate a team, with a focus on fostering a positive and high-performing work environment.
• Communication Skills: Exceptional verbal and written communication skills, with the ability to build rapport with clients and team members.
• Analytical Skills: Strong ability to analyze data, track KPIs, and implement strategies to improve performance and outcomes.
• Organizational Skills: Highly organized with the ability to manage multiple priorities and ensure timely completion of tasks in a fast-paced environment.
• Technical Proficiency: Familiarity with CRM systems, Microsoft Office Suite, and data management tools. Experience with ABA-specific software is a plus.
• Knowledge of ABA Industry: Understanding of Applied Behavior Analysis practices, insurance processes, and HIPAA compliance is highly desirable.
• Problem-Solving: Proactive and solution-oriented, with the ability to address challenges and implement effective solutions quickly.
• Team Player: Collaborative mindset with a commitment to working cross-functionally to achieve organizational goals.

The compensation for this position ranges from $70,000 to $90,000 annually, depending on experience. Additional benefits include paid time off, professional development opportunities, and a supportive work environment dedicated to making a difference in the ABA community.