Aba Case Coordinator (Spanish Bilingual)
Op. ManagementCandidate 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
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