NY Center for Autism Treatment provides ABA therapy services to children and families. We are seeking a part-time Client Services & Operations Coordinator to support family communication, case coordination, service tracking, documentation follow-up, and internal operations. This role helps families, providers, and internal teams stay organized and informed throughout staffing, active services, service interruptions, and case transitions.
This is a non-clinical role and does not include providing clinical direction, supervising BTs/RBTs, managing BCBAs, modifying treatment plans, or issuing employee corrective action.
Position Details
Schedule: Expected schedule is Monday through Friday, approximately 25 hours per week. Additional hours may be approved based on operational need, not to exceed 29 hours per week.
Daily weekday availability during normal business hours is required. A consistent schedule of approximately 5 hours per day between 9:00 AM and 5:00 PM Eastern Time is preferred.
This role supports a changing caseload of active and pending cases, depending on staffing needs, service activity, and operational volume.
Key Responsibilities
- Serve as an operational point of contact for families during staffing, service starts, transitions, interruptions, restarts, and case closures.
- Confirm family availability, service address, start readiness, schedule accuracy, therapist attendance, and documentation status.
- Conduct early family follow-up after services begin or a case is restaffed.
- Conduct ongoing family follow-up using phone calls, surveys, or other approved methods.
- Monitor authorized, scheduled, and delivered hours to identify underutilization, service reductions, or staffing gaps.
- Track attendance, schedule, documentation, timekeeping, and service continuity concerns, and route issues to the appropriate department.
- Maintain operational tracking records for active, paused, interrupted, unstaffed, and restarting cases.
- Review completed session entries for operational consistency and report payroll-ready hour information to Payroll.
- Communicate with HR, Intake & Authorization, Clinical Director, BCBAs, Payroll, Billing, and families as needed to support case activation, transition, restart, and closure workflows.
Required Qualifications
- Strong organizational and follow-up skills.
- Clear written and verbal communication skills.
- Ability to communicate professionally with families and internal teams.
- Ability to track multiple cases, schedules, and pending issues at one time.
- Comfortable using online tools, spreadsheets, email, shared documents, and internal tracking systems.
- Ability to identify issues, gather relevant information, and escalate concerns appropriately.
- Ability to remain professional and solution-focused when handling escalated, sensitive, or urgent situations.
- Ability to maintain confidentiality and handle sensitive family, client, employee, and HIPAA-protected information appropriately.
Preferred or Relevant Experience
- Previous experience in a service-based support, coordination, operations, administrative, scheduling, customer service, retail management, or team support role.
- Experience working in an environment that required frequent follow-up, issue tracking, documentation, scheduling, or coordination across multiple people or departments.
- Experience handling sensitive client, customer, patient, family, or employee information.
- Experience in ABA, healthcare, behavioral health, therapy services, or care coordination is helpful but not required.
Pay: $18.00 - $22.00 per hour
Benefits:
Application Question(s):
- Available to work Part Time hours (25 hours a week) Mon-Fri between the hours of 9am-5PM?
Education:
- High school or equivalent (Required)
Language:
- bilingual English/Spanish (Preferred)
Work Location: Remote
