The LBA Coordinator is a critical operations role responsible for managing therapist-to-client scheduling, authorization tracking, and service continuity. This position sits at the intersection of clinical operations and client services, ensuring that every client receives their authorized hours, every therapist has a structured and manageable schedule, and every scheduling disruption is resolved quickly and professionally.
KEY RESPONSIBILITIES
Scheduling & Staffing
- Match LBA therapists (BTs/RBTs) to new and existing clients based on availability, geographic location, language preference, and clinical compatibility.
- Build and maintain accurate weekly and monthly schedules for all active therapists and clients. • Proactively manage schedule adjustments resulting from cancellations, therapist time-off, or client changes with same-day turnaround as required.
- Monitor therapist caseload capacity to prevent overextension and ensure consistent session coverage.
Authorization & Compliance
- Track client authorization hours across all active cases; alert clinical and billing teams of upcoming expirations.
- Ensure authorized service hours are fully utilized within approval periods to prevent revenue loss and maintain compliance.
- Maintain accurate and up-to-date records in the scheduling and case management system.
- Support documentation accuracy to ensure sessions are scheduled and logged in alignment with Medicaid and insurance requirements.
Communication & Coordination
- Serve as a primary point of contact for therapists regarding scheduling logistics, availability updates, and case assignments.
- Coordinate with BCBAs and clinical supervisors to ensure session plans align with client treatment goals and BCBA availability for supervision.
- Communicate professionally and promptly with families regarding scheduling, session confirmations, and changes.
- Partner with the intake team to onboard new clients, facilitating smooth transitions from authorization approval to the first session.
- Escalate staffing gaps, authorization concerns, or scheduling conflicts to the appropriate supervisor on time.
Data & Reporting
- Maintain scheduling data with high accuracy across all platforms (EHR, scheduling software, and spreadsheets as applicable).
- Generate and distribute weekly scheduling reports for internal operations review.
- Flag trends in cancellations, no-shows, or unfilled sessions to support workforce planning decisions.
Requirements
- High school diploma or equivalent required; Associate's or Bachelor's degree.
- Minimum 1 to 2 years of experience in scheduling, care coordination, administrative operations, or a related field.
- Experience in a healthcare, behavioral health, home care, or LBA setting strongly preferred.
- Demonstrated ability to manage multiple priorities in a fast-paced, high-volume environment.
- Strong proficiency with scheduling systems, EHR or case management platforms, and Microsoft Office / Google Workspace.
- Excellent written and verbal communication skills with the ability to interact professionally with clinical staff, families, and leadership.
- High attention to detail with a low tolerance for data errors or scheduling inaccuracies.
Preferred
- Familiarity with Medicaid authorization processes and service hour tracking.
- Experience with LBA-specific platforms (e.g., Central Reach, Catalyst, Theralytics, or similar).
- Bilingual candidates (English/Spanish or English/Haitian Creole) are encouraged to apply.
Benefits
Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.
Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.
Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.
Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.
Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.
Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.
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