The ABA Case Coordinator is a high-impact operations professional responsible for the seamless execution of client-therapist scheduling, authorization management, and service continuity. Positioned at the vital junction of clinical operations and client services, this role ensures that every client receives their prescribed care while therapists maintain balanced, efficient schedules.
This is a proactive, high-ownership role. You aren’t just managing a calendar; you are driving the organization’s ability to meet clinical outcomes, maintain Medicaid compliance, and retain a satisfied workforce through precision, urgency, and professional problem-solving.
Responsibilities
Strategic Scheduling & Staffing
- Precision Matching: Pair RBTs/BTs with clients based on location, availability, language, and clinical fit
- Schedule Optimization: Build and oversee comprehensive weekly/monthly schedules for the entire caseload
- Rapid Response: Resolve scheduling disruptions (cancellations or PTO) with same-day urgency to maintain continuity of care
- Capacity Monitoring: Track therapist workloads to prevent burnout while ensuring maximum coverage across service areas
Authorization & Regulatory Compliance
- Utilization Tracking: Monitor authorized hours to ensure full usage within approval windows, preventing revenue loss and ensuring Medicaid adherence
- Proactive Renewals: Alert clinical and billing departments of upcoming authorization expirations well in advance
- Data Integrity: Maintain meticulous, real-time records within Zoho and other EHR systems to ensure audit-ready documentation
Cross-Functional Coordination
- Primary Liaison: Act as the central point of contact for therapists regarding caseloads and logistics
- Clinical Collaboration: Partner with BCBAs to ensure scheduling aligns with treatment plans and supervision mandates
- Family Engagement: Communicate professionally with client families regarding session updates and confirmations
- Onboarding Support: Work with the Intake team to transition new clients from approval to their first session smoothly
Data Management & Reporting
- Performance Metrics: Generate weekly reports for the Operations team detailing coverage rates, utilization, and staffing gaps
- Trend Analysis: Identify and flag patterns in cancellations or no-shows to inform future workforce planning
- Real-Time Updates: Ensure all data entry in Zoho is completed on the same business day the change occurs
Candidate Profile
- Organizational Expert: Capable of juggling a high-volume caseload without losing sight of the details
- Effective Communicator: Able to navigate sensitive conversations with families and technical discussions with clinical leadership
- Accountability-Driven: A self-starter who thrives in fast-paced environments and prioritizes tasks based on urgency and impact
- Tech-Savvy: Proficient in Google Workspace/Microsoft Office and experienced with EHR or CRM platforms (Zoho experience is a plus)
- Accuracy-Focused: A "zero-error" mindset regarding data entry and compliance documentation
Requirements
Minimum Technical and Work Environment Requirements:
- Internet Connection:
- Primary internet connection with a minimum speed of 15 Mbps.
- Backup internet connection with at least 10 Mbps.
- Backup connection must be capable of supporting work during a power outage.
- Primary Device:
- Desktop or laptop equipped with at least:
- Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or an equivalent processor.
- A minimum of 8 GB RAM.
- Backup Device:
- Must meet or exceed the performance of an Intel Core i3 processor.
- Must be functional during power interruptions.
- Peripherals and Workspace:
- A functioning webcam.
- A noise-canceling USB headset.
- A quiet, dedicated home office space.
- A smartphone for communication and verification purposes.
Benefits
- Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.
- Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.
- Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.
- Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.
- Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.
- Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.
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