About Job

Care Coordinator Job Description

Position Overview: This individual will be critical in ensuring a smooth and efficient onboarding experience for new clients and employees. The coordinator will manage client intake, train overlaps, and maintain accurate records for clients and staff members. Additionally, they will work closely with the clinical, authorization, and scheduling teams to ensure seamless transitions and high-quality service delivery.

Key Responsibilities:

• Client Intake and Set-up:
Manage the intake process for new clients, ensuring all required documentation is collected, and client profiles are set up in the system.
Confirm client availability and schedule start dates for services.
Send welcome letters to clients and the clinical team, including essential contact information and agreed-upon schedules.
Collaborate with the clinical team to schedule training overlaps (BT Trainee, BT with experience, BCAT/RBT).
Client and Employee Account Management:
Maintain, review, and update client and employee accounts in the company system.
Collect and maintain up-to-date availabilities for clients, BCBAs, PMs, and BTs.
Ensure that all client and employee records are accurate and current.

Scheduling and Coordination:

Work closely with the scheduling team to ensure client schedules are planned and executed effectively, ensuring client hours are optimized and technician availability is aligned.
Confirm start date availability for clients and BTs, ensuring seamless transitions and the timely delivery of services.
Ensure that BTs' travel ranges adhere to company guidelines.

Training and Onboarding:

Coordinate new hire training overlaps and ensure that all necessary training is completed before starting direct therapy (including BT Trainee, BT with experience, and BCAT/RBT).
Monitor and confirm that training overlaps are completed in a timely manner.
Ongoing Support and Communication:
Provide general support for new clients, answering questions and ensuring a positive onboarding experience.
Conduct ongoing customer service and quality check calls to clients and BTs to ensure satisfaction and address concerns.
Ensure timely verbal and written communications.
Ensure all relevant information is updated in the system and communicated to the appropriate team members.

Additional Duties:

Assist with other tasks as needed to support the clinical, authorization, and scheduling teams.
Ensure timely and accurate updates in the tracking system.

The above statements are intended to be a representative summary of the major duties and responsibilities performed by the incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

Qualifications:

Education: High school diploma or equivalent required; Associate's degree or higher preferred. A background in healthcare administration, social services, or a related field is a plus.

Experience:

Previous experience working with insurance authorizations, particularly in the healthcare or ABA therapy field, preferred.
Knowledge of insurance processes, including authorization, billing, and coding, is highly desirable.

Skills:

Strong organizational and time-management skills with attention to detail.
Excellent written and verbal communication skills.
Ability to handle multiple tasks and prioritize effectively.
Proficiency with office software (e.g., Microsoft Office Suite) and experience with Electronic Health Records (EHR) systems.
Knowledge of ABA therapy and related services is a plus.
Ability to work collaboratively across teams and maintain a positive working relationship with clients, staff, and other departments.
Attention to detail and ability to ensure the accuracy of client and employee information.
Previous experience in customer service, client onboarding, or scheduling is preferred but not required.

Personal Attributes:

Strong problem-solving skills and the ability to work independently.
Compassionate, empathetic, and client-focused attitude.
Ability to work collaboratively in a fast-paced, team-oriented environment.
Comfortable interacting with a variety of stakeholders, including insurance providers, clinical teams, and families.

Physical Requirements: