{"id":2941881,"url":"https://alion.io/job/reworks-solutions-intake-coordinator-4","title":"Intake Coordinator","company":{"id":685173,"name":"ReWorks Solutions","domain":"reworkssolutions.com","url":"https://alion.io/company/reworkssolutions","size_band":null,"is_staffing_agency":false,"employer_type":"staffing","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"B","score":79,"open_postings":7,"ghost_share":0,"stale_share":0.857,"repost_share":0,"time_to_fill_p50_days":40,"computed_at":"2026-10-23T05:54:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":[],"countries":[],"hiring_countries":["ZA"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":11000,"max_usd":22000,"period":"year","method":"role_country_seniority_unknown","sample_n":77},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-20T17:32:30Z","employer_posted_date":"2026-10-20","last_verified_at":"2026-10-24T00:19:30Z","board_verified":true,"closed_at":null,"days_open":3,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":3},"description":"About the Role\nWe are looking for a highly organised and proactive Healthcare Intake Coordinator to support the onboarding and coordination of new clients receiving Applied Behavior Analysis (ABA) services.\nThis role is responsible for managing incoming leads, gathering the necessary information to assess client eligibility, coordinating BCBA assignments, supporting insurance authorization processes, and ensuring the appropriate staff are in place before services begin.\nThe successful candidate will act as a central point of coordination between families, Board Certified Behavior Analysts (BCBAs), Behavior Technicians (BTs), and the internal HR team. They will ensure that each stage of the intake process progresses efficiently, required documentation is obtained, and all parties remain informed.\nThe ideal candidate is detail-oriented, dependable, and comfortable managing multiple cases, schedules, and outstanding requirements simultaneously. They take ownership of the intake process, follow up proactively, and identify potential barriers before they delay service delivery.\nRequirements\nKey Responsibilities\n1. Client Intake and Eligibility\nManage incoming leads and enquiries from prospective clients and their families.\nContact families to collect the information and documentation required for intake.\nReview client information against established eligibility criteria.\nEnsure intake records are complete, accurate, and updated throughout the process.\nCommunicate intake requirements, outstanding information, and next steps clearly to families.\nMaintain consistent follow-ups to ensure cases progress without unnecessary delays.\n2. BCBA Assignment and Coordination\nCoordinate the assignment of a suitable BCBA based on availability, client requirements, and service needs.\nCommunicate with assigned BCBAs regarding new cases and outstanding intake requirements.\nCoordinate the next steps needed to progress each case towards service commencement.\nTrack case progress and follow up on outstanding actions.\nEscalate challenges with BCBA availability or assignment that may affect timelines.\n3. Insurance Authorizations and Documentation\nWork with the assigned BCBA to coordinate insurance authorization requirements.\nTrack authorization status, outstanding documentation, and submission deadlines.\nFollow up with relevant parties to obtain missing information and resolve delays.\nMaintain accurate records of authorization progress and related communications.\nIdentify and escalate authorization barriers that could delay the start of services.\n4. Scheduling and Service Coordination\nCoordinate client start dates and schedules with parents, BCBAs, and BTs.\nEnsure scheduling arrangements align with client needs and staff availability.\nCommunicate schedule updates, changes, and outstanding requirements to all relevant parties.\nMonitor readiness for service commencement and follow up on any unresolved issues.\nHelp ensure a smooth transition from initial enquiry to the start of services.\n5. BT Staffing Coordination\nWork closely with HR to identify suitable Behavior Technicians based on client requirements, location, and availability.\nCommunicate staffing needs and scheduling requirements to the HR team.\nFollow up on staffing progress and potential availability gaps.\nHelp coordinate staffing arrangements to support timely service commencement.\nEscalate staffing challenges that may affect a client's start date.\n6. Case Management and Communication\nMaintain accurate intake trackers, case records, and documentation.\nKeep families, BCBAs, BTs, HR, and other relevant stakeholders informed of progress.\nTrack outstanding tasks, deadlines, and next steps for each active case.\nManage competing priorities while ensuring important follow-ups are completed.\nProactively identify and escalate issues relating to eligibility, authorization, staffing, or scheduling.\nMinimum Requirements\nPrevious experience in healthcare intake, patient coordination, healthcare administration, case coordination, or a similar role.\nStrong written and verbal English communication skills.\nExcellent telephone manner and confidence communicating with families and healthcare professionals.\nExperience managing multiple cases, scheduling requirements, and competing priorities.\nStrong organisational skills and attention to detail.\nAbility to maintain accurate records and manage documentation.\nProactive follow-up skills and the ability to work independently.\nAbility to identify problems, communicate barriers, and escalate issues appropriately.\nPreferred Experience\nExperience within Applied Behavior Analysis (ABA) or behavioural healthcare.\nFamiliarity with BCBAs, BTs, or RBTs and their roles in service delivery.\nExposure to insurance eligibility checks and authorization processes.\nExperience coordinating patient onboarding, clinical appointments, or healthcare staffing.\nFamiliarity with healthcare practice management systems, CRM platforms, scheduling tools, and spreadsheets.\nABA experience is advantageous but not essential. Candidates with strong healthcare coordination or patient intake experience and the ability to learn ABA-specific processes will also be considered.\nKey Skills and Competencies\nOrganisation: Manages multiple active cases and keeps records and schedules up to date.\nCommunication: Provides clear, professional updates to families and internal stakeholders.\nFollow-through: Tracks outstanding requirements and consistently follows up until actions are completed.\nAttention to detail: Ensures client information, documentation, and scheduling details are accurate.\nProblem-solving: Identifies barriers early and takes appropriate action to resolve them.\nCoordination: Works effectively across families, clinical professionals, HR, and administrative teams.\nAccountability: Takes ownership of assigned cases and ensures the intake process continues to move forward.\n Adaptability: Manages changing priorities, staff availability, and scheduling challenges effectively.\nPerformance Expectations\nSuccess in this role will be measured by:\nAccurate and complete intake records.\nTimely follow-up on incoming leads and outstanding documentation.\nEfficient coordination of BCBA assignments and BT staffing.\nEffective tracking of insurance authorization progress.\nAccurate scheduling and coordination of service start dates.\nClear communication with families and internal stakeholders.\nEarly identification and escalation of barriers that may delay services.","description_format":"text","description_chars":6488,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"Upper-Intermediate (B2)","optional":false}]},"benefits":[],"hiring_locations":[{"name":"South Africa","iso":"ZA","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Virtual Assistant Services","Recruiting & Staffing","Business Process Outsourcing (BPO)"],"lifecycle":[{"event":"open","at":"2026-10-20T17:32:30Z"}],"visa":[],"liveness":{"score":95,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.946,"p_room":1,"age_days":2,"expected_fill_days":40,"reasons":["conf:1","wave","win:early"],"computed_at":"2026-10-23T05:54:15Z"},"pay":null,"html_url":"https://alion.io/job/reworks-solutions-intake-coordinator-4","json_url":"https://alion.io/job/reworks-solutions-intake-coordinator-4.json","meta":{"generated_at":"2026-10-24T01:17:45Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":2114,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-25T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":685173},"rest":"https://alion.io/mcp/rest/get_company?id=685173"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Freworks-solutions-intake-coordinator-4"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Freworks-solutions-intake-coordinator-4"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Freworks-solutions-intake-coordinator-4"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/reworks-solutions-intake-coordinator-4\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Freworks-solutions-intake-coordinator-4"}]}