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Responsibilities
LBA Coordinator
The LBA Coordinator is a critical operations role responsible for managing therapist-to-client scheduling, authorization tracking, and service continuity.. This position sits at the intersection of clinical operations and client services, ensuring that every client receives their authorized hours, every therapist has a structured and manageable schedule, and every scheduling disruption is resolved quickly and professionally.
KEY RESPONSIBILITIES
Scheduling & Staffing
• Match LBA therapists (BTs/RBTs) to new and existing clients based on availability, geographic location, language preference, and clinical compatibility.
• Build and maintain accurate weekly and monthly schedules for all active therapists and clients. • Proactively manage schedule adjustments resulting from cancellations, therapist time-off, or client changes with same-day turnaround as required.
• Monitor therapist caseload capacity to prevent overextension and ensure consistent session coverage.
Authorization & Compliance
• Track client authorization hours across all active cases; alert clinical and billing teams of upcoming expirations.
• Ensure authorized service hours are fully utilized within approval periods to prevent revenue loss and maintain compliance.
• Maintain accurate and up-to-date records in the scheduling and case management system.
• Support documentation accuracy to ensure sessions are scheduled and logged in alignment with Medicaid and insurance requirements.
Communication & Coordination
• Serve as a primary point of contact for therapists regarding scheduling logistics, availability updates, and case assignments.
• Coordinate with BCBAs and clinical supervisors to ensure session plans align with client treatment goals and BCBA availability for supervision.
• Communicate professionally and promptly with families regarding scheduling, session confirmations, and changes.
• Partner with the intake team to onboard new clients, facilitating smooth transitions from authorization approval to the first session.
• Escalate staffing gaps, authorization concerns, or scheduling conflicts to the appropriate supervisor on time.
Data & Reporting
• Maintain scheduling data with high accuracy across all platforms (EHR, scheduling software, and spreadsheets as applicable).
• Generate and distribute weekly scheduling reports for internal operations review.
• Flag trends in cancellations, no-shows, or unfilled sessions to support workforce planning decisions.
QUALIFICATIONS
• High school diploma or equivalent required; Associate's or Bachelor's degree.
• Minimum 1 to 2 years of experience in scheduling, care coordination, administrative operations, or a related field.
• Experience in a healthcare, behavioral health, home care, or LBA setting strongly preferred.
• Demonstrated ability to manage multiple priorities in a fast-paced, high-volume environment.
• Strong proficiency with scheduling systems, EHR or case management platforms, and Microsoft Office / Google Workspace.
• Excellent written and verbal communication skills with the ability to interact professionally with clinical staff, families, and leadership.
• High attention to detail with a low tolerance for data errors or scheduling inaccuracies.
Preferred
• Familiarity with Medicaid authorization processes and service hour tracking.
• Experience with LBA-specific platforms (e.g., Central Reach, Catalyst, Theralytics, or similar).
• Bilingual candidates (English/Spanish or English/Haitian Creole) are encouraged to apply.
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