Clinical Operations Coordinator

Position Summary The Clinical Operations Coordinator is the operational backbone of Fabian House’s clinical program. This role owns the daily schedule, manages RBT workflow accountability, drives utilization to target, and serves as the primary scheduling liaison for families. The position reports directly to the CEO & CFO and works closely with the Clinical Director and BCBAs to ensure clinical, operational, and financial alignment. This hire exists to remove non-clinical operational burden from the Clinical Director so she can focus on BCBA support, supervision, and clinical quality. The Clinical Operations Coordinator has direct operational authority over RBTs for scheduling compliance, note submission, and training completion. Core Responsibilities 1. Daily Schedule Management Own the end-to-end daily scheduling process for 40+ RBTs across 30+ active clients. Draft and publish daily schedules in Excel; finalize approved schedules in CentralReach Real-time schedule recovery: manage staff call-outs, family cancellations, and last-minute changes with minimal service disruption Client-staff matching: make independent matching decisions, balancing child outcomes, staff satisfaction, utilization targets, and staff skill level Substitute management: maintain a substitute pool and deploy coverage same-day when needed BAIT Team Member scheduling: manage semester-by-semester availability shifts for Behavioural-Analysts-in-Training pursuing graduate coursework Group vs. 1:1 configuration: schedule group and individual sessions according to authorization and clinical need Lunch and guaranteed hours: track and schedule around contractual guaranteed-hour obligations and lunch breaks Mentor session coordination: schedule ongoing training sessions between mentors and newer RBTs 2. Authorization & Utilization Accountability Own utilization as a primary KPI (quantifiable metrics used by businesses to track progress toward specific strategic and operational goals). The target is 80%+. Authorization tracking: monitor active authorizations during daily scheduling to prevent over- or under-utilization Utilization reporting: build and maintain utilization dashboards; report weekly to leadership with variance explanations Proactive gap identification: flag clients falling below target utilization before authorization periods expire Authorization audit: reconcile scheduled hours against authorized hours on a rolling basis 3. Revenue Cycle Support Denial remediation: work directly with the RCM/ABA Coordinator (Lori) in CentralReach to investigate, document, and resolve claim denials Scheduling-billing alignment: ensure scheduled services match billable codes and authorized units Documentation support: provide scheduling records and utilization data to support appeals and resubmissions 4. RBT Operational Accountability Note follow-up: track session note completion and follow up directly with RBTs who have outstanding or late notes Schedule compliance: hold RBTs accountable for attendance, punctuality, and adherence to assigned schedules Escalation: escalate repeated non-compliance issues to the Executive Director. 5. Training Data & Credentialing RBT training data management: maintain training records, track completion milestones, and ensure all documentation is current BACB certification requests: prepare and submit certification applications to the BACB once RBTs complete required coursework Onboarding support: coordinate CentralReach system onboarding for new hires Training schedule coordination: work with mentors to schedule and track ongoing competency training 6. Family Communication Primary scheduling contact: serve as the main point of contact for families regarding schedule changes, cancellations, and rescheduling Proactive communication: notify families in advance of known schedule disruptions Intake scheduling: coordinate initial scheduling for new clients as they onboard Key Performance Indicators Client utilization rate ≥ 80% (primary) Same-day schedule recovery rate (90% of cancelled sessions successfully backfilled) RBT note submission compliance rate (100% submitted within 24 hours) Authorization utilization accuracy (scheduled vs. authorized hours variance) Family scheduling satisfaction (qualitative; tracked via periodic feedback) Required Qualifications Minimum 1 year experience in a center-based ABA setting Demonstrated scheduling or operational coordination experience (ABA or healthcare setting preferred) Proficiency in CentralReach or willingness to achieve proficiency within 30 days Strong proficiency in Excel (scheduling drafts, utilization tracking, data reporting) Ability to make independent decisions under time pressure Excellent written and verbal communication skills Preferred Qualifications Experience with ABA authorization and insurance billing workflows Familiarity with BACB credentialing processes Previous supervisory or team lead experience Experience managing schedules for 20+ staff What This Role Is Not This is not a clinical role. The Clinical Operations Coordinator does not write treatment plans, conduct assessments, supervise clinical sessions, or make clinical programming decisions. Clinical authority remains with the Clinical Director and BCBAs. This role owns the operational infrastructure that allows clinical work to happen efficiently. Compensation Compensation: $50-$65K based on experience Benefits & Details Financial & Security 401(k) Plan: Includes company matching and profit sharing . Quarterly Bonus Potential: Performance-based incentives delivered four times a year. Competitive Paid Time Off (PTO): Generous leave to ensure work-life balance. Health & Wellness Direct Primary Healthcare: Comprehensive medical care with integrated Mental Health access . Great Work Environment: A physical space designed for success and employee well-being. Professional Growth & Excellence Quarterly Reviews: Frequent, structured feedback to support your goals. Upward Mobility: Clear opportunities for career advancement within the organization. Professional Development: Ongoing training and educational support to sharpen your craft. Award-Winning Environment: Join an elite, high-success schoolhouse recognized for excellence in its field. Culture & Team Dynamics Elite Team Culture: An awesome, cohesive, progressive, and highly collaborative team. Appreciation & Recognition: A leadership style that prioritizes seeing and rewarding your hard work. Meaningful Impact: A truly rewarding and fulfilling position where your work changes lives. What we do matters!