Role: Intake Manager
Location: Remote
Type: Full-time
About Headstart Health
Headstart Health is a "business-in-a-box" solution enabling autism care providers (known as BCBAs) to build and run their own independent practices focused on exceptional clinical quality. We provide software, services, and community support to help care providers achieve clinical and operational excellence. The solution was built to offer a compelling work alternative to the ~70,000 BCBAs in the US who are deeply unsatisfied in their current roles (ethical concerns, work-life balance, lacking control over clinical decisions, economics, etc.) and turning over from their jobs at a rate of 45-75% per year.
We’ve made significant progress since launching Headstart in January 2024:
- Team of Seasoned Operators. We’ve built a team of 25 (and growing!) rockstars who have deep expertise in domains including: clinical quality and care delivery, healthcare strategy and operations, and technology – among others! Our team has decades of experience in the autism services space.
- Rapidly Growing. Headstart has received inbound interest from 300+ BCBAs across 40+ states (>$100 million gross revenue opportunity) despite limited national marketing. We’ve 20xed revenues in 2025, and are continuing to grow rapidly.
- Backed by World Class Investors. We are backed by Optum Ventures, BoxGroup, and Asymmetric Capital Partners with angel investors including the founders of Maven Clinic and Nourish, along with John Simon.
- Real Impact. We’ve had the pleasure of helping BCBAs achieve career-long dreams of being business owners and connecting families with life-changing autism care when they need it most. This is why we do it, and we’re just getting started.
To learn more, visit our website or contact us directly.
https://headstart.health/
The Role
We’re looking for an experienced and driven Intake Manager to join our Client Acquisition Team. In this player-coach role, you will lead and develop a team of Intake Coordinators while also managing a personal caseload of incoming families. You will be responsible for building and refining the operational infrastructure of our intake function ensuring consistent process quality, strong family experiences, and a smooth pathway from initial inquiry to active care.
What You’ll Do:
- Family Engagement and Advocacy. Serve as a trusted resource for families navigating the ABA intake process, confidently articulating the value of ABA therapy and Headstart’s model to support informed decision-making and encourage appropriate levels of care.
- Direct Intake Management. Personally manage intake calls for incoming families, including HIPAA-compliant document collection, caregiver education on ABA services, clinical needs assessment against diagnostic evaluations and letters of medical necessity, and insurance verification in coordination with the Insurance Operations team.
- Process Optimization. Design, document, and continuously refine intake SOPs and call scripts; identify workflow breakdowns and develop data-informed hypotheses about root causes and potential improvements.
- Team Leadership and Development. Establish and maintain QA standards for the intake team; conduct regular call reviews, deliver coaching and feedback, onboard new team members, serve as the primary escalation point for complex cases, and monitor team KPIs in partnership with leadership.
- Cross-Functional Coordination. Partner closely with clinical, client acquisition, and administrative teams to facilitate seamless case handoffs, ensure documentation accuracy, and maintain the integrity of the intake pipeline.
- Performance Monitoring. Track and report on key intake metrics, identify trends and areas for improvement, and maintain thorough case documentation in Salesforce and other systems.
About You
- [Must Have] 3–4 years of experience in a patient intake role within an ABA care delivery organization, ideally at a larger or multi-site provider with exposure to high-volume, scaled intake processes.
- [Must Have] 2–3 years of people management experience, with a demonstrated ability to coach, develop, and hold a team accountable to performance standards.
- Strong verbal communication and consultative skills; able to engage families with clarity, empathy, and confidence, and to compellingly articulate the value of ABA therapy and Headstart’s provider model.
- Comfortable interpreting operational data and KPIs; able to surface trends, draw conclusions, and translate findings into actionable recommendations.
- Working knowledge of intake-relevant technology, including Salesforce, VOIP phone systems, virtual fax, and Google Workspace (GSuite).
- Highly organized and able to manage competing priorities with precision in a fast-paced, evolving environment.
- Adaptable and willing to operate as both a hands-on practitioner and a team leader, shifting seamlessly between individual contributor responsibilities and managerial oversight as the situation demands.
Benefits/Perks
- Health, vision, and dental insurance
- Remote working environment (based in the United States)
- Competitive PTO
- Collaborative culture with regular team bonding events!