ABA Case Coordinator

About Achievement Behavior Services :  Achievement Behavior Services is a dedicated ABA clinic committed to providing high-quality, compassionate, and evidence-based behavioral therapy to individuals with autism spectrum disorder. We pride ourselves on creating a supportive and collaborative environment for our clients, their families, and our exceptional team of Behavior Technicians and Board Certified Behavior Analysts. Join us in making a profound difference in the lives of those we serve.

Position Summary :  Achievement Behavior Services is seeking an organized, proactive, and compassionate Case Coordinator to serve as a central point of contact for our client families and clinical staff. This vital role ensures seamless communication, efficient case management, and strong operational support, contributing directly to client success and staff satisfaction. The ideal candidate will be adept at multitasking, possess strong communication skills, and have a foundational understanding of the ABA service delivery model.

Key Responsibilities :

I. Client & Family Communication :

Serve as a primary point of contact for client families regarding scheduling, utilization of authorized therapy hours, and updates on Behavior Technician (BT) assignments.

Address client family concerns or feedback related to services provided by BCBAs or BTs, escalating complex issues to appropriate clinical or leadership staff when necessary.

Initiate calls to families and BTs when a case is placed on hold due to various reasons, providing clear communication and next steps.

Facilitate patient surveys and encourage positive reviews to support clinic reputation and gather valuable feedback.

II. Staffing & Scheduling Coordination :

Manage the dynamic assignment of BTs / RBTs to client cases, adding or removing cases from the staffing sheet as needed.

Facilitate the connection between newly assigned BTs and their respective BCBAs, following up within 1-2 business days to confirm initial contact and coordinate provider agreement issuance.

Collaborate closely with BCBAs to ensure consistent communication regarding case status, client progress, and staffing needs.

Liaise with the scheduling team to ensure accurate and timely updates to client and BT schedules.

Provide support for scheduling tasks when the primary scheduling team is unavailable, including canceling sessions, adjusting session times, or adding sessions in Rethink ABA.

III. Onboarding :

Assist with the pre-employment process for new Behavior Technicians, including initiating and tracking background checks.

Maintain and update internal lists of new BT staff.

Coordinate the sign-up and tracking for new BT training programs.

Follow up with new BTs to ensure timely completion of mandatory trainings, such as Sexual Harassment Prevention and Mandated Reporter certifications.

Provide BTs with necessary information and resources regarding RBT (Registered Behavior Technician) certification requirements.

Assist with sending out new contracts for BT pay increases as directed.

Support the upload of 40-hour RBT Certifications and adding new BT profiles into Rethink ABA.

Process and send updated paperwork for rehires.

Assist with initial unemployment management inquiries or documentation.

IV. Administrative & Operational Management :

Manage and update all client-related administrative documents, including intake packets.

Ensure that all Provider Agreements are sent out accurately and promptly.

Prepare and send Termination Letters when a BT is removed from a case, ensuring proper documentation.

Enter and assign Meet & Greet appointments and link clients under BTs in Rethink ABA.

Add pertinent notes under client and BT profiles in Rethink ABA for comprehensive record-keeping.

Assist with returning voicemail messages left on specified lines.

V. Recruitment Support & Compliance (as needed) :

Post job openings for BTs / RBTs on platforms like Apploi, specifically for regions like NJ cases.

Conduct initial candidate interviews for BTs / RBTs when primary recruiters are unavailable.

Maintain awareness of compliance requirements related to staff certifications and mandatory training tracking.

Qualifications :

Bachelor's degree preferred; High School Diploma or equivalent required.

[1-2]+ years of experience in an administrative, coordination, or case management role, preferably within a healthcare, social services, or ABA setting.

Exceptional organizational skills with meticulous attention to detail.

Spanish speaking is preferred

Strong verbal and written communication skills, with a professional and compassionate demeanor for interacting with families and staff.

Proficiency in using electronic health record (EHR) or practice management software (e.g., Rethink ABA) and Applicant Tracking Systems (ATS) if applicable.

Ability to manage multiple priorities, work independently, and adapt to a fast-paced environment.

Strong problem-solving abilities and a proactive approach to addressing issues.

Proficiency with Microsoft Office Suite (Word, Excel, Outlook).

Understanding of client confidentiality (HIPAA) and a commitment to ethical practice.

What We Offer :

• Competitive salary and performance-based incentives.
• Opportunity to make a meaningful impact in the lives of children and families.
• Collaborative and mission-driven team environment.
• Growth and development opportunities within a rapidly expanding clinic.
• Flexibility : Remote / Hybrid - In office as needed.