Family Coordinator

Job Description

Job Description

The Family Coordinator serves as the primary point of contact for families entering and receiving services at our ABA clinic. This role ensures a smooth intake process, assists with the collection and management of paperwork, coordinates speech therapy services, and connects families to resources that support their child’s progress and overall well-being. The Coordinator fosters strong communication between families, clinicians, and administrative staff, ensuring that families feel informed, supported, and empowered throughout their journey.

Key Responsibilities

• Intake Coordination
• Guide families through the intake process after initial phone call and tour, ensuring all steps are completed efficiently and compassionately.
• Paperwork & Documentation
• Collect, review, and organize intake paperwork and supporting documentation (insurance forms, consent forms, medical records, etc.).
• Audit diagnostic evaluations for proper documentation of diagnostic procedures.
• Maintain accurate and confidential family records in accordance with HIPAA and company policies.
• Track required documentation and follow up with families to ensure timely submission.
• Speech Services Coordination
• Collaborate with speech-language pathologists (SLPs) and administrative staff to schedule evaluations.
• Communicate regularly with families regarding scheduling, service updates, and integration of ABA and speech services.
• Ensure proper documentation and authorizations are obtained and maintained for speech therapy.
• Audit hearing screens, plans of care, and speech prescriptions for appropriateness.
• Coordinate with PCPs and outside speech providers to receive signed paperwork timely in order to expedite the initiation of services.
• Medicaid / CMO Redetermination Coordination
• Meet with all Medicaid / CMO families to ensure they have access to the online portal.
• Track and maintain a list of all redetermination dates.
• Identify and help families complete the renewal process 45 days from expiration.
• Family Support & Resources
• Provide families with information about clinic services, insurance coverage, and community resources.
• Connect families with external supports such as parent training opportunities, therapy resources, and community programs.
• Serve as a consistent point of communication, answering questions and addressing concerns throughout treatment
• Collaboration & Communication
• Work closely with BCBAs, RBTs, SLPs, and administrative staff to ensure family needs are met.
• Participate in staff meetings and contribute to discussions on improving family engagement and satisfaction.

Requirements

Core Competencies

Benefits

Compensation : $60,000 annualized base salary, paid semi­monthly on the 15th and last day of the month with the potential for monthly bonuses based on performance. Yearly bonus potential is an additional 5% of annual salary.

Health Care Reimbursement : $530 per month reimbursement through Take Command platform

Paid Time Off : 15 days of annual Paid Time Off (PTO)

Other Time Off : 10 company holidays, per company policy and flexible unpaid time off

Remote opportunities : Options to work from home 1 day per week so long as the employee is in good standing for performance. Work from home days must be added to calendar in advance with a schedule of what will be done those days.