ABA Case Coordinator

Role Overview

• 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.
• ResponsibilitiesStrategic 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

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.