The ABA Case Coordinator is a high-impact operations professional responsible for the seamless execution of client-therapist scheduling, authorization management, and service continuity. Positioned at the vital junction of clinical operations and client services, this role ensures that every client receives their prescribed care while therapists maintain balanced, efficient schedules.

This is a proactive, high-ownership role. You aren’t just managing a calendar; you are driving the organization’s ability to meet clinical outcomes, maintain Medicaid compliance, and retain a satisfied workforce through precision, urgency, and professional problem-solving.

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