ADMINISTRATIVE OPERATIONS & ABA AUTHORIZATION COORDINATOR
Great Leaps Academy & Eastern Florida Autism Center are seeking an experienced, highly organized Administrative Operations & ABA Authorization Coordinator to join our team in Palm Bay, Florida.
PRIOR RELEVANT EXPERIENCE IS REQUIRED — THIS IS NOT AN ENTRY-LEVEL POSITION.
This is a key administrative position supporting both our private school and ABA program. The person in this role will be responsible for
ABA insurance authorizations and payer follow-up, employee onboarding, patient and personnel records, school tuition accounts, and general day-to-day administrative operations.
We need someone who can step into a busy environment with an existing understanding of healthcare/ABA administration and become independent quickly. We do not have the ability to provide extensive training on basic insurance authorization, payer portal, or healthcare administrative processes.
Experience with AlohaABA, Availity, ABA authorizations, and commercial insurance portals is highly preferred.
ABA AUTHORIZATIONS & INSURANCE
- Request and manage initial ABA authorizations and reauthorizations
- Track authorization effective dates, expiration dates, approved units, CPT codes, and payer requirements
- Enter and maintain accurate authorization, insurance, client, and provider information in AlohaABA and Motivity
- Utilize Availity and various commercial insurance portals to submit requests, upload documentation, check status, and research issues
- Contact Medicaid and commercial insurance companies to follow up on pending authorizations, claims, denials, and other outstanding issues
- Maintain detailed documentation of insurance calls, including representatives, reference numbers, outcomes, and required follow-up
- Prepare, submit, and trackinsurance appeals
- Request and coordinate peer-to-peer reviews
- Assist with AHCA complaints and payer escalations when necessary
- Research authorization or insurance issues and determine the appropriate next steps
- Follow outstanding issues through to resolution rather than simply submitting a request and assuming it has been completed
NEW EMPLOYEE & CLINICAL STAFF ONBOARDING
- Coordinate the administrative onboarding process for new employees
- Collect and verify required new-hire paperwork and documentation
- Collect and maintain professional licenses, RBT certifications, credentials, NPI information, taxonomy information, and other required documentation
- Set up new employees in applicable company systems, email, payroll/timekeeping, and internal platforms
- Maintain organized and current employee personnel files
- Track expiration dates for licenses, RBT certifications, credentials, background screenings, and other required documentation
- Follow a comprehensive onboarding checklist and take responsibility for ensuring no required step is missed
- Assist with employee offboarding, including updating records and coordinating removal of system access
PATIENT & ADMINISTRATIVE RECORDS
- Maintain complete, accurate, and organized patient/client files
- Ensure required documents are received, filed appropriately, and kept current
- Maintain organized school/student administrative records
- Perform routine audits of records to identify missing or expired documentation
- Maintain confidentiality of patient, student, employee, and financial information
SCHOOL TUITION & PARENT ACCOUNTS
- Track school tuition accounts and payments
- Prepare and send monthly tuition invoices/statements to parents
- Record and track payments received
- Monitor outstanding balances
- Professionally follow up with parents regarding past-due accounts and collect outstanding payments
- Maintain accurate records of balances, payments, and parent communications
DAILY ADMINISTRATIVE OPERATIONS
- Assist with the daily flow of operations for both the school and ABA center
- Communicate professionally with parents, employees, clinical staff, insurance representatives, and leadership
- Respond to administrative issues and help troubleshoot problems as they arise
- Maintain organized tracking systems for outstanding tasks and deadlines
- Assist leadership with administrative projects and operational needs
- Recognize when something requires follow-up and take ownership of seeing it through to completion
REQUIRED EXPERIENCE & QUALIFICATIONS
✔ Prior relevant experience is required
✔ Experience in ABA administration, behavioral health, medical billing, insurance authorizations, healthcare administration, or a closely related position
✔ Hands-on experience requesting and tracking insurance authorizations
✔ Experience navigating Availity and commercial insurance payer portals
✔ Familiarity with Medicaid and commercial insurance processes
✔ Comfortable calling insurance companies and knowing what questions to ask and when an issue needs to be escalated
✔ Understanding of CPT codes, authorization units, effective dates, provider requirements, denials, appeals, and supporting documentation
✔ Experience with employee or healthcare provider onboarding
✔ Strong computer and data-entry skills
✔ Extremely organized and detail-oriented
✔ Able to independently manage multiple deadlines, accounts, authorizations, and outstanding issues
✔ Comfortable communicating with parents regarding invoices and outstanding balances
✔ Professional communication skills and excellent follow-through
HIGHLY PREFERRED
Experience with AlohaABA, Availity, ABA authorizations, and commercial insurance portals is highly preferred.
Pay: $18.00 - $20.00 per hour
Expected hours: 40.0 per week
Benefits:
Work Location: In person
