Intake Coordinator

About Odyssey Autism

At Odyssey Autism, we believe every child is a hero — and every hero deserves a team that helps them grow, thrive, and shine. We are a clinician-led organization providing Applied Behavior Analysis (ABA) therapy to children with autism. Our mission is to guide each child’s unique journey with compassion, expertise, and teamwork.

Why This Role Exists

You are the front door of Odyssey Autism. When an Arizona parent reaches out after a diagnosis, the next fifteen minutes decide whether they feel confident that Odyssey is the place for their family — or give up and call someone else. That moment is yours.

What You'll Own

• The inquiry queue. Every inquiry — phone, web, email — answered in under 15 minutes during business hours.
• The intake pipeline. First contact intake call insurance verification assessment first session. You own the cycle time and know the status.
• Expert-level communication. You’ll collaborate and communicate effectively with the clinical team, operations team, VP of Growth, and billing team to ensure cross-functional clarity across timelines and start dates.
• The interest list. A living pipeline, not a parking lot. Aging, reactivation, steady communication so no family feels forgotten.
• Monday.com integrity. Every lead, every status, 100% of the time. You bring the numbers to the weekly review with the growth team.
• Referral partners. Pediatricians, diagnosticians, schools. A warm channel is worth ten cold leads — build and maintain it.
• Continuous improvement. Audit your own process at least quarterly. Bring solutions to gaps and opportunities.

Who This Is For

You are an operator, not an order-taker. You have run an intake or admissions process before. You read a broken workflow and fix it without asking permission. You are comfortable with a number — you bring your metrics to the one-on-one before anyone asks. You can hold a conversation with a concerned parent after a recent diagnosis, and with a referral partner seeking to refer a client. Both require a different version of you.

First 90 Days

• Weeks 1–2: Shadow the flow end-to-end. Name the three biggest leaks.
• Weeks 3–6: Own the queue. Start hitting the baseline goals.
• Weeks 7–12: Ship two process improvements with before/after metrics.

How You'll Operate — Our Core Values

• Own Your Role. You own the outcome, not the task.
• Defend the Fellowship. Partner with billing and clinical. Never point fingers.
• Yearn for Excellence. Done means "better than you found it."
• Show Up Steadfast. Families get you when they expect you.
• Yell "You've Got This!" Every parent hears they are not alone — starting with their first call.

What You'll Need

• 3+ years in intake, admissions, patient coordination, or inside sales — ideally in ABA
• Demonstrated ownership of a conversion or cycle-time metric (bring the numbers to the interview)
• Fluency with CRMs; insurance verification basics (AHCCCS, DDD, commercial) or the ability to master them in 60 days
• Expert-level written and verbal communication that is effective with cross-functional stakeholders, a worried parent or caregiver, and professionals in the field

Compensation

• Salary: $50,000 - $60,000/year depending on experience.
• Benefits: Medical, dental, vision, 401k, life, voluntary benefits, 80 hours of PTO, 10 holidays, sick time.
• Career path: As our intake scales into a team, this role has the potential to lead it.

This role comes with real momentum, clear metrics to hit, room to build, and a path to grow as Odyssey grows — all in service of the families and Heroes we serve. If that's the kind of work that pulls you in, apply now.