Clinical Care Coordinator

Job Title: Clinical Care Coordinator

Company: Key Essentials to Behavior Management

Job Type: Exempt

Location: In Clinic

Reports to: Case Manager

Summary:

Under the direct supervision of the Case Manager, the Clinical Care Coordinator is responsible for ensuring the delivery of high-quality Applied Behavior Analysis (ABA) services to children and adults with disabilities. This critical role ensures a smooth transition for clients entering and exiting services while guaranteeing consistent schedules, efficient billing processes and maintaining accurate administrative data. This hybrid position entails fulfilling administrative responsibilities and 130 monthly billable requirements. The Clinical Care Coordinator will collaborate with various stakeholders, including clients, clinical teams, billing personnel, and administrative staff, to ensure adherence to company policies, regulatory requirements, and ethical standards.

Responsibilities:

• Clinical Coordination:
  • Coordinate the onboarding process for new clients, including collecting necessary intake information and required documentation.
  • Coordinate and facilitate the client assessments and develop client profiles to support individualized treatment plans.
  • Collaborate with clinical teams to ensure the availability of appropriate resources and develop comprehensive treatment schedules.
  • Liaise with clients and their families to address any inquiries, provide necessary information, and facilitate a smooth transition into services. For example: Parent Training, IDT meetings, disciplinary support.
  • Update and maintain accurate client records in compliance with all HIPAA and privacy regulations.
• Schedule Coordination:
  • Coordinate and manage schedules for therapists and clients across various settings, including clinic, home, schools, and Telehealth.
  • Utilize scheduling software/systems to maintain accurate and up-to-date calendars.
  • Assign therapists to clients based on availability, skillset, and geographic location.
  • Ensure appropriate therapist-to-client ratios are maintained for optimal service delivery.
  • Regularly update schedules to reflect changes in therapist availability, client needs, or cancellations.
  • Track and report any scheduling conflicts or issues to the appropriate supervisor.
  • Communicate client requirements and treatment plans to the appropriate staff members.
• Documentation and Reporting:
  • Maintain accurate administrative data, including scheduling details, client demographics, and documentation.
  • Enter and update client information in the electronic health record (EHR) system.
  • Ensure data integrity and compliance with confidentiality regulations.
  • Generate reports and provide necessary administrative support to the team.
  • Coordinate with the administrative staff to facilitate efficient workflow and effective communication across departments.
• Compliance and Quality Assurance:
  • Ensure compliance with company policies, industry regulations, and ethical guidelines.
  • Uphold strict confidentiality standards when handling sensitive client information.
  • Participate in training and professional development opportunities to enhance scheduling skills and knowledge of behavioral health practices.
  • Collaborate with the quality assurance team to maintain and improve scheduling processes.

Qualifications:

• Bachelor's Degree required. Master's degree preferred. In behavior analysis, psychology, special education, or a related field is preferred.
• Minimum of 2 years of experience working in the field of behavior analysis.
• Strong knowledge of Applied Behavior Analysis principles, behavior management techniques, and data collection methods.
• Experience in conducting functional behavior assessments and creating behavior support plans.
• Exceptional leadership and managerial skills to effectively supervise and support staff.
• Excellent communication and interpersonal skills to build positive relationships with clients, families, and other professionals.
• Ability to analyze data and make data-driven decisions to modify treatment plans.
• Familiarity with relevant laws, regulations, and ethical guidelines governing behavior analysis services.
• Proficiency in using electronic data collection systems and software applications.
• Strong organizational skills and attention to detail.
• Valid driver's license and ability to travel to different locations as necessary.
• Excellent Microsoft Office and Google Suite skills required.

Physical Requirements

Occasional Requirements (1-3 hours): Sitting, standing, walking, simple grasping, power grasping, pushing, pulling, reach above shoulder, reach waist level, reach below waist, reach below knee, ending, twisting, kneeling, squatting, driving personal vehicle.

Rare Requirements (0-1): Hand and wrist work, keyboarding, fine manipulation, climbing stairs, lifting/carrying 1-50lbs.

The field of Applied Behavior Analysis may involve direct contact with individuals that may potentially exhibit aggressive and/or extremely challenging behaviors (i.e. spitting, hitting, kicking, throwing of objects, etc.).

Note: This job description is not exhaustive and may be subject to change or modification based on company requirements and industry needs.