Quality Assurance & Intake Coordinator

Key Responsibilities

We are seeking a highly detail-oriented and organised Quality Assurance & Intake Coordinator to join our team. This role combines responsibilities across both quality assurance and client intake and plays an important role in ensuring that clinical and administrative documentation is complete, accurate, compliant, and properly maintained.

The successful candidate will review provider session notes and supporting documentation for completeness and insurance compliance, identify missing or inaccurate information, and follow up with clinical providers to ensure corrections are completed. The role will also support prospective families throughout the intake process, ensuring all required forms, documentation, and information are collected in a timely manner.

This position requires someone who is dependable, proactive, highly organised, and comfortable managing multiple follow-ups while maintaining strict confidentiality and professionalism.

• Review provider session notes and clinical documentation for completeness, accuracy, and compliance with insurance requirements.
• Identify missing, incomplete, inconsistent, or inaccurate documentation.
• Follow up with BCBAs, RBTs, and other clinical providers regarding required documentation corrections.
• Track outstanding documentation and ensure corrections are completed within required timeframes.
• Assist in maintaining accurate and complete clinical and administrative records.
• Support quality assurance processes relating to clinical documentation and insurance compliance.
• Escalate documentation concerns or recurring issues to the appropriate team members when necessary.
• Assist prospective families throughout the intake and onboarding process.
• Communicate professionally and compassionately with families to explain documentation requirements and next steps.
• Ensure all required intake forms, records, and supporting documentation are received.
• Follow up with families regarding missing or incomplete documentation.
• Maintain accurate records of intake progress and outstanding requirements.
• Coordinate with internal clinical and administrative teams to ensure a smooth intake process.
• Provide timely updates and follow-up to ensure prospective clients move efficiently through the intake process.
• Maintain strict confidentiality when handling client, family, healthcare, and clinical information.
• Handle sensitive information in accordance with applicable privacy and confidentiality requirements.
• Communicate professionally and promptly with families, BCBAs, RBTs, and internal team members.
• Maintain organised records and ensure all documentation is accurately tracked.
• Manage multiple priorities and follow-ups while meeting deadlines.
• Proactively identify potential issues and take appropriate action to resolve or escalate them.

Requirements

• Experience using electronic medical records (EMR) systems and/or clinical documentation platforms is preferred.
• Experience with ABA documentation platforms is a strong advantage.
• Previous experience in one or more of the following areas is preferred:
• ABA therapy
• Healthcare administration
• Client or patient intake
• Insurance documentation
• Medical billing
• Quality assurance
• Clinical documentation review
• Experience reviewing clinical or provider documentation for completeness and accuracy is an advantage.