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Responsibilities
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
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