Job Overview

Our client is looking for a Case Coordinator responsible for coordinating and managing the delivery of Applied Behavior Analysis (ABA) therapy services for children with autism. This role serves as the primary point of contact between families, Behavior Technicians (BTs), clinical supervisors, and administrative teams to ensure effective scheduling, consistent communication, and continuity of care. The ideal candidate is highly organized, detail-oriented, and capable of managing a high-volume caseload in a fast-paced, KPI-driven environment.

Schedule: Monday - Friday, 09:00AM - 05:30PM EST (40 work hours per week)

Responsibilities

1. Case Management

• Manage an active caseload of approximately 65 or more clients, ensuring continuity of services.
• Monitor case status, scheduled service hours, and potential service gaps.
• Maintain accurate and up-to-date client records and case documentation.
• Coordinate client assignments and match Behavior Technicians to cases based on availability, skills, and location.
• Identify potential service disruptions and escalate concerns when necessary.

2. Scheduling and Staffing Coordination

• Develop and maintain ABA therapy schedules for assigned clients.
• Coordinate with Behavior Technicians and clinical supervisors to ensure adequate staffing coverage.
• Resolve scheduling conflicts, cancellations, and coverage gaps promptly.
• Track session attendance, cancellations, and make-up sessions.
• Proactively manage schedules to minimize cancellations and maintain consistent service delivery.

3. Family and Stakeholder Communication

• Serve as the primary point of contact for families regarding scheduling, service updates, and general concerns.
• Respond to family inquiries promptly and professionally.
• Communicate schedule changes and service updates clearly and empathetically.
• Document family communications and follow up on outstanding concerns.
• Coordinate with clinical supervisors to ensure families receive timely updates regarding changes to their child's services or care team.

4. Documentation and Compliance

• Maintain accurate client records, service authorizations, and scheduling documentation.
• Monitor authorization expiration dates and notify the appropriate team of upcoming renewals.
• Ensure documentation is complete, organized, and ready for audits.
• Follow HIPAA requirements and organizational policies when handling confidential client information.
• Support compliance with applicable healthcare and regulatory requirements.

5. Team Collaboration and Operations

• Collaborate with clinical supervisors, Behavior Technicians, operations, and administrative teams to support service continuity.
• Participate in team meetings, case reviews, and operational discussions.
• Escalate complex cases, family concerns, and urgent staffing issues to the appropriate supervisor.
• Support the onboarding of new Behavior Technicians to assigned cases, including introductions and initial scheduling.
• Contribute to process improvements that enhance scheduling efficiency and the overall client experience.

Performance Expectations: The Case Coordinator is expected to meet established operational and service delivery KPIs, which may include:

• Caseload management: Maintaining the required number of active client cases.
• Session cancellation rate: Minimizing cancellations and maintaining the established monthly target.
• Scheduling efficiency: Resolving scheduling conflicts and coverage gaps within required timeframes.
• Family communication: Responding to inquiries within established service-level expectations.
• Documentation accuracy: Maintaining complete and accurate client records.
• Staffing coverage: Addressing coverage gaps promptly to minimize service disruptions.

Requirements

• 1–2 years of experience in healthcare, ABA services, case management, social services, or a related field preferred.
• Experience coordinating schedules or managing a high-volume client caseload.
• Experience working in a KPI-driven or performance-based environment is an advantage.
• Previous experience in ABA therapy, pediatric healthcare, or behavioral health is highly desirable.

Skills and Competencies

• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Professional, empathetic, and patient approach when communicating with families.
• Strong problem-solving skills and the ability to resolve scheduling issues efficiently.
• High attention to detail and accurate record-keeping abilities.
• Ability to work under pressure and manage competing priorities.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Familiarity with scheduling platforms, case management systems, or healthcare software.
• Understanding of HIPAA and the importance of maintaining confidentiality.

Ideal Candidate Profile: The ideal candidate is proactive, dependable, and highly organized, with strong communication skills and the ability to manage a demanding caseload. They should be comfortable coordinating multiple schedules, resolving last-minute staffing challenges, and communicating with families in a professional and empathetic manner while maintaining accurate records and meeting performance targets.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.