ABA Case Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• The ABA Case Coordinator is a key operations professional tasked with ensuring the smooth execution of client-therapist scheduling, authorization management, and service continuity.

• Located at the critical intersection of clinical operations and client services, this position guarantees that every client receives the care they are prescribed while therapists maintain organized and efficient schedules.

• This role demands proactivity and a strong sense of ownership. You are not merely managing a calendar; you are enhancing the organization’s capacity to achieve clinical outcomes, ensure Medicaid compliance, and foster a satisfied workforce through diligence, urgency, and adept problem-solving.

• Responsibilities include Strategic Scheduling & Staffing:

• - Precision Matching: Align RBTs/BTs with clients based on location, availability, language, and clinical suitability.

• - Schedule Optimization: Create and manage detailed weekly/monthly schedules for the full caseload.

• - Rapid Response: Address scheduling issues (cancellations or PTO) with same-day urgency to ensure continuity of care.

• - Capacity Monitoring: Oversee therapist workloads to avoid burnout while maximizing coverage across service areas.

• Authorization & Regulatory Compliance:

• - Utilization Tracking: Monitor authorized hours to guarantee complete usage within approval windows, preventing revenue loss and ensuring Medicaid compliance.

• - Proactive Renewals: Notify clinical and billing departments of impending authorization expirations well ahead of time.

• - Data Integrity: Maintain precise, real-time records within Zoho and other EHR systems to ensure documentation is audit-ready.

• Cross-Functional Coordination:

• - Primary Liaison: Serve as the main contact point for therapists concerning caseloads and logistical matters.

• - Clinical Collaboration: Work alongside BCBAs to ensure that scheduling is in accordance with treatment plans and supervision requirements.

• - Family Engagement: Professionally communicate with client families about session updates and confirmations.

• - Onboarding Support: Collaborate with the Intake team to ensure a smooth transition for new clients from approval to their initial session.

• Data Management & Reporting:

• - Performance Metrics: Produce weekly reports for the Operations team that detail coverage rates, utilization, and staffing gaps.

• - Trend Analysis: Identify and highlight trends 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 that changes occur.

⛳️ 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.