Aba Case Coordinator (Spanish Bilingual)

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

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