Managing the new client intake process

• Responding to all prospective client inquiries
• Obtaining completed new client intake packet
• Conducting Verification of Benefits and providing information to family
• Collaborating with families on payment plans
• Ensuring all new client information is entered into the organization’s Practice Management System

Managing new and ongoing authorizationsz

• Requesting and obtaining initial authorization for assessments
• Requesting and obtaining authorization for ongoing treatment
• Ensuring clinical initial treatment plans and progress reports are obtained from clinical team 30 days in advance
• Navigating service denials with families and RCM team
• Tracking authorizations via PMS reporting and communicating regarding challenges

Managing the client waitlist

Assigning intakes and assessments to BCBAs in coordination with the Regional Director

Ongoing client management

• Tracking progress report due dates
• Confirming requested hours are accurately transitioned to units
• Submitting progress reports to payors
• Tracking receipt of authorizations and re-authorizations – follow-up as needed
• Ensuring authorizations are inputted timely and accurately into the PMS system

Serve as the company’s Practice Management System superuser

• Primary point of contact between clinical team and the PMS vendor
• Serving as primary support on PMS questions/troubleshooting for the agency
• Training other admin staff on the use of the PMS system and best practices

Obtaining clinical business analytic reports (in conjunction with the CD/RD) from the Practice Management System, twice-monthly to review, summarize areas of strength and concerns, and elevate areas of success or concern to the executive team (e.g., BCBA direct caseload and supervision hours, number of intakes planned vs number completed, time from initial call to intake and initial treatment date, etc.)

• Pulling reports prior to billing and payroll to ensure data is accurate and complete

• Engaging in Quality Assurance practices – session note presence, signatures on timesheets, session validation

Following-up with staff and management to ensure billing and payroll data is accurate and completed by the agreed upon date and time

Job Qualifications: • Spanish Speaker Preferred

• Computer savvy • Prior patient or customer service experience • Team player • Kind and compassionate • Excellent time management skills • Strong organizational skills • Ability to write clearly and effectively • Ability to speak clearly and effectively • Excellent communication skills • Ability to take direction while also working independently • Skilled coach/mentor • A background in the field of ABA is desired