Client Care Coordinator

Job Description: The Care Coordinator plays a dual role in managing both the intake of new clients and the ongoing coordination of ABA services at Able Stars ABA. This position is responsible for guiding families from initial inquiry through onboarding and ensuring that authorized services are delivered smoothly and efficiently. The role involves close collaboration with parents, BCBAs, BTs/RBTs, the billing team, and the recruiter. It requires a strong understanding of both administrative and operational processes and a proactive approach to maintaining efficient care delivery and client satisfaction.Key Responsibilities:· Follow up promptly with new leads to maximize conversions from inquiry to client.· Provide families with the enrollment form and consent forms, and clearly explain the required documentation.· Communicate with the billing department to submit benefit checks and relay any patient responsibility to caregivers.· Communicate with the billing department to submit for initial assessment authorization (97151).· Create the client profile and upload all intake documentation in Central Reach.· Send welcome emails, guides, and additional materials to families; follow up to ensure timely completion of all forms and signatures.· If authorization is denied, follow up with families to gather missing documentation or information, and resubmit as needed.· Act as the primary contact for Parents, BCBAs, and BTs/RBTs regarding any non-clinical issues or concerns.· Collaborate with the recruiter to meet initial and ongoing staffing needs.· Enter initial and ongoing ABA service authorizations into Central Reach as needed.· Coordinate initial and ongoing BTs/RBTs scheduling, ensuring accurate and up-to-date schedules on Central Reach.· Arrange the initial 45-minute training with the BCBA and BT/RBT starting the case.· Collaborate with the recruiter to arrange substitute BTs/RBTs when necessary.· Manage session cancellations of BTs/RBTs by recovering the hours on later dates.· Ensure optimal utilization of authorized services by monitoring the weekly hours of BCBAs and BTs/RBTs.· Conduct weekly check-ins with BCBAs and BTs/RBTs to gather feedback and address any service-related issues.· Conduct bi-monthly check-ins with parents to gather feedback and address any service-related issues.· Document daily operations on shared spreadsheets.Qualifications:· Minimum of 2 years of experience in ABA therapy, healthcare administration, or a related field.· Strong organizational skills and attention to detail.· Excellent verbal and written communication skills.· Ability to manage multiple tasks and follow through in a timely manner.· Familiarity with ABA services, insurance processes, and clinical documentation.· Proficient in using Central Reach, , and electronic intake platforms.· Comfortable communicating with families and supporting both clinical and administrative staff.· Ability to thrive in a fast-paced, dynamic work environment.

Created: 2025-06-08