ABA Outreach & Intake Specialist

Description

ABA Outreach & Intake Specialist

Location: This is a hybrid position based out of the New York City Metropolitan

Compensation: $80,000-85,000 annually paid bi-weekly, plus a 20% annual bonus opportunity

Employment Type: W-2 Employee, Full-Time, Exempt

Job Summary

The ABA Outreach & Intake Specialist will play a key role in supporting the MPG ABA Leadership team and will be focused on converting new patient inquiries into active cases and supporting clients throughout the intake and authorization process, as applicable. The ABA Outreach & Intake Specialist will work closely with the leadership, intake, operations, and administrative teams to troubleshoot issues related to intake, scheduling, billing, and general clinical operations.

In addition to intake support, the ABA Outreach & Intake Specialist will revise, and maintain ABA evaluation templates, as well as review and approve evaluations prior to finalization. This role will also support marketing and outreach efforts to grow the ABA service line. Responsibilities will include verifying clinical content for marketing materials, responding to listserv inquiries, posting service updates, and participating in outreach initiatives as needed.

Patient Care

• Ensure all new ABA inquiries are contacted within 24 hours, with timely follow-up utilizing a three-tiered communication system (email, call, text) as needed
• Assist patients with completing intake paperwork, ensuring all required documentation is received, accurate, and properly filed
• Provide prompt, professional, and compassionate patient support to ensure a smooth and supportive intake experience
• Make reminder calls as needed to support patient engagement, conversions, and participation
• Oversee the insurance coordinator to ensure completion of benefits report and follow ups to the family
• Complete and track all initial and ongoing out of network insurance authorizations for ABA clients 

Data Tracking

• Accurately document each step of the intake process using designated trackers and systems, maintaining concise and up-to-date records
• Confirm that all new patients are accurately entered into ProviderPoint (or other designated EHR systems), ensuring completeness

  Clinical Coordination

• Ensure clinical alignment of all Functional Behavior Assessments (FBAs) and Behavior Intervention Plans (BIPs) including confirming that hypothesized functions are supported by indirect, descriptive, and (when indicated) experimental data, and that interventions are function-based, least restrictive, and tied directly to assessment findings.
• Ensure clinical alignment of all ABA skills assessments (e.g., VB-MAPP, ABLLS-R, AFLS, PEAK, Vineland-3) which includes reviewing the accuracy of administration, scoring, and interpretation, and confirm that treatment goals follow logically from results and fit the client’s developmental profile.
• Serve as the final clinical reviewer for every assessment and treatment plan and submit the out of network prior authorization and ongoing authorization request to insurance or other payers. Confirm that documentation establishes medical necessity, justifies recommended service intensity (hours, setting, service codes), and meets payer-specific clinical and documentation standards.
• Review and approve all evaluations completed in the ABA department before finalization. Return reports with clinical feedback when conclusions, recommendations, or goal selection aren’t adequately supported by the data.
• Develop and maintain clinically grounded evaluation templates that match service line needs, payer requirements, BACB ethical standards, and current best practice, while leaving room for individualized clinical reasoning.
• Give clinical consultation and feedback to BCBAs on assessment selection, case conceptualization, and report writing, to build consistent clinical quality across the department.
• Make sure assessment and intervention practices are assent-based, neurodiversity-affirming, and focused on socially significant, meaningful outcomes for the client and family.
• Stay current on assessment tools, research, and industry standards so the practice uses validated, up-to-date measures and evidence-based methodology.
• Review, monitor, and improve ABA evaluation workflows to raise clinical quality, documentation accuracy, and turnaround time, and identify and fix trends in clinical or documentation gaps.

Outreach Efforts

• Educate current and prospective patients about MPG's ABA Services
• Conduct outreach by attending in-person and virtual events, as well as through telephone, email, and other approved methods.
• Build and maintain relationships with physicians, therapists, and community referral sources.
• Document leads, outreach activities, follow-ups, and outcomes.
• Work with leadership and the intake team to improve patient engagement and referral conversion.

Direct Service (optional clinical add-on at assigned rate):

• Provide direct 1:1 service with the client in the home or school setting based on case schedule
• Conduct assessments and develop individualized treatment and behavior intervention plans (assessments may include but are not limited to: VB-MAPP, AFLS, SKILLS, and FBAs)
• Develop, monitor, and adjust treatment and behavior intervention plans, programs, and stimuli as needed for treatment goals
• Provide services to the individual, family and/or related service providers using evidence-based modalities
• Actively seek parent and/or patient feedback regarding programming and therapy goals
• Complete timely and compliant clinical documentation
• Complete established number of direct service hours based on caseload
• Participate in clinical consultation, supervision, or team meetings as required
• Adhere to ethical standards, licensing requirements, and company policies

Key Performance Indicators

• Timely responsiveness to inquiries
• Accuracy of intake and authorization documentation and data entry.
• Client and referral-source satisfaction.
• Attendance at community and networking outreach events including required team onsite events

Compensation and Benefits

• Compensation: $80,000-85,000 annually paid bi-weekly, plus a 20% annual bonus opportunity
• 401(k) retirement plan with employer match up to 4%
• Comprehensive medical, dental, and vision insurance for employees and eligible dependents
• HSA (with employer contribution) and FSA options to help manage healthcare and dependent care expenses
• Employer-paid life insurance and AD&D coverage
• Employee Assistance Program (EAP) with confidential mental health and life support resources
• Generous paid time off and 8 paid holidays

Requirements

• Active BCBA certification through the Behavior Analyst Certification Board
• Active, Unrestricted Licensure as a Behavior Analyst in New York State
• 3-5 years' experience in providing and supervising ABA services 
• Experience in ABA operations preferred but not required
• Minimum of two years’ experience in clinical, hospitality or customer service environment.
• Experience and proficiency in Google Workspace (Docs, Sheets, Slides, etc.) and EHR Systems (i.e. ProviderPoint)
• Excellent attention to detail, time management, and organizational skills 
• Exceptional communication (written and verbal) and interpersonal skills
• Strong analytical and problem-solving skills
• Strong work ethic; self-motivated with a desire to take initiative and look for ways to improve processes and create efficiencies
• Exceptional customer service skills and abilities in managing customer experience
• Must be detail-oriented and extremely responsive
• Ability to thrive in a fast-paced environment characterized by dynamic and fluid business needs

About Manhattan Psychology Group: 

Manhattan Psychology Group is a multidisciplinary practice committed to providing compassionate, high-quality, wrap-around care to individuals, families, and communities. Our services range from ABA, mental health, psychological testing, and educational support, delivered across clinic, home, school, and telehealth settings. We value collaboration, professional growth, and evidence-based practice, fostering an environment where clinicians are supported and empowered to make meaningful, lasting impact.

Manhattan Psychology Group is committed to fostering a diverse, equitable, and inclusive workplace where all individuals feel valued, respected, and supported. We believe diversity of backgrounds, experiences, and perspectives strengthens our teams and enhances the care we provide to the communities we serve.

Manhattan Psychology Group is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.

Manhattan Psychology Group is also committed to providing reasonable accommodations to qualified individuals with disabilities throughout the recruitment process. Accommodation requests may be submitted to careers@archealthpartners.com.