The LBA Coordinator is a critical operations role responsible for managing therapist-to-client scheduling, authorization tracking, and service continuity. This position sits at the intersection of clinical operations and client services, ensuring that every client receives their authorized hours, every therapist has a structured and manageable schedule, and every scheduling disruption is resolved quickly and professionally.
KEY RESPONSIBILITIES
Scheduling & Staffing
• Match LBA therapists (BTs/RBTs) to new and existing clients based on availability, geographic location, language preference, and clinical compatibility.
• Build and maintain accurate weekly and monthly schedules for all active therapists and clients. • Proactively manage schedule adjustments resulting from cancellations, therapist time-off, or client changes with same-day turnaround as required.
• Monitor therapist caseload capacity to prevent overextension and ensure consistent session coverage.
Authorization & Compliance
• Track client authorization hours across all active cases; alert clinical and billing teams of upcoming expirations.
• Ensure authorized service hours are fully utilized within approval periods to prevent revenue loss and maintain compliance.
• Maintain accurate and up-to-date records in the scheduling and case management system.
• Support documentation accuracy to ensure sessions are scheduled and logged in alignment with Medicaid and insurance requirements.
Communication & Coordination
• Serve as a primary point of contact for therapists regarding scheduling logistics, availability updates, and case assignments.
• Coordinate with BCBAs and clinical supervisors to ensure session plans align with client treatment goals and BCBA availability for supervision.
• Communicate professionally and promptly with families regarding scheduling, session confirmations, and changes.
• Partner with the intake team to onboard new clients, facilitating smooth transitions from authorization approval