Scheduling Coordinator

An ABA Client Service Coordinator (CSC) earns a competitive salary and receives a generous benefit package.

About the Role

The ABA Client Service Coordinator (CSC) is responsible for the administrative, patient, and compliance tasks required to ensure each ABA site may provide patient services. This position will be onsite in our Harrisburg, PA clinic.

The CSC maintains consistent and timely communication of all patient and site responsibilities to ensure efficiency of services and administration functioning.

Responsibilities

• Patient Management
  • Ensuring effective pipeline management through timely and accurate patient intake, including initial outreach, verification of eligibility, and projecting hours.
  • Managing site EHR for patient profile creation, documentation management, audits, consents (yearly renewals), and compliant EHRs. Maintains up-to-date metadata to assure accuracy on a weekly basis.
  • Completing recurring patient census EHR audits and patient check-ins.
  • Serving as the primary point of contact for patient call outs and schedule changes, clinical coordination, benefit inquiries, and any additional patient administrative needs.
  • Coordinating with internal and external providers, as needed, to support patients in receiving services.
• Operations
  • Ensuring accurate and up-to-date authorizations, payor accounts, and insurance documentation for successful billing.
  • Maintaining needed clinic forms, visitor documentation, front desk/check-ins, staff breaks, and supports overall day-to-day operations of clinic functioning as needed.
  • Reviewing site metrics broadly (cancelations, hours, unstaffed) and confirms accurate data.
  • Supporting broader community connectivity through attending events (e.g., community fairs, walks) as needed.
  • Preparing for new hires, through creating employee profiles in EHRs, welcome email, in-person documentation, etc.
• Staffing
  • Coordinating and managing scheduling for IBHS staff, ensuring adequate coverage for client sessions and adherence to treatment plans.
  • Communicating staffing assignments and completing all needed intake to assist in site/staff performance benchmarks.
  • Maintaining an up-to-date database of employee availability and skill levels to align staff qualifications with client needs.
  • Collaborating with clinical supervisors to match staff to clients based on clinical needs, preferences, and geographical location.
  • Monitoring staff compliance with state regulations and company policies, including required training, licensure, and ongoing education.
  • Serving as a point of contact for staff to address scheduling concerns or issues, ensuring they are resolved efficiently.
  • Supporting Practice Manager in reducing cancelations and optimizing schedules, as needed.
• General
  • Following NeurAbilities’ Policies and Procedures.
  • Following Federal, State, and local rules and regulations pertaining to medical and behavioral health services.
  • Understanding and following all compliance requirements for regulatory bodies, consents, EHR documentation, authorizations, and audits.

Requirements

• Bachelor’s degree in business, Public Health, Healthcare Administration, or related field; or
• 1+ years’ relevant experience in a healthcare environment.
• 1+ years’ experience within a business operations environment.
• Strong understanding of medical terminology and insurance billing procedures for ABA services.
• Intermediate proficiency in MS Office (Outlook, PowerPoint, Teams).

Skills

• Knowledge of medical and/or behavioral health terminology.
• Knowledge and understanding of HIPAA practices and adherence to the policies.
• Skill in organizing and synthesizing information from multiple sources, for example, databases, print and online media, speeches and presentations, and observations.
• Ability to manage confidential information in compliance with HIPAA and handle sensitive information professionally.
• Ability to identify and resolve problems with minimal assistance.
• Ability to maintain a high degree of confidentiality.
• Ability to manage multiple projects and deadlines.
• Ability to work independently and collaboratively across the organizational enterprise in a fast-paced working environment.
• Ability to focus on client needs by anticipating, understanding, and responding appropriately to the needs of internal and external customers to meet or exceed their expectations within the organizational parameters.
• Ability to deal with varying levels of the public from diverse cultural and socio-economic backgrounds.
• Ability to stay organized and manage multiple responsibilities throughout the day (i.e., will need to answer calls, return calls, manage documentation, and perform insurance verification).

Working Conditions

• Estimated 10% travel, dependent on need. Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected.
• This job operates in a professional office environment and routinely uses standard office equipment such as a computer, phone, photocopier, filing cabinet, and printer.
• Ability to perform tasks involving physical activity, which may include light-medium moving and extensive self-positioning.

Benefits

• 14 days of PTO, 1 Floating Holiday (Joy Day), plus 7 paid holidays for qualified employees.
• Medical, dental, and vision insurance (lowest cost medical plan is $3.15 biweekly).
• 401K matching: 100% of 3% of total compensation plus 50% for 3-5% of total compensation.

About the Company

NeurAbilities Healthcare is a distinguished specialty healthcare provider with a team that constantly seeks new and innovative ways to provide the best possible care for patients. Founded by a neurologist who put his vision of compassionate, high-quality patient care into practice, we remain on a mission to transform the lives of individuals with autism and other neurodevelopmental disabilities in New Jersey, Pennsylvania, and beyond. Each of our dedicated team members shares the same mission of providing top-notch medical and psychological care and integrated behavior services to over 10,000 patients annually.