About Better Together Behavioral Health

At Better Together Behavioral Health, our mission is to empower families and elevate care by providing high-quality, compassionate, and consistent ABA therapy services. We’re a people-first organization, committed to building a collaborative, supportive environment where both clients and team members can grow.

We are looking for a Clinical Care Coordinator to join our team and help ensure seamless coordination between clients, families, and clinical staff at our growing ABA clinic. This is an exciting opportunity to be at the heart of a mission-driven team dedicated to making meaningful change.

Position Summary

The Clinical Care Coordinator ensures client & front-line staff navigation is implemented by managing client caseloads, assisting with intake process, and supporting Registered Behavior Technicians (RBTs). Care Coordinators facilitate conversations between clients, Board Certified Behavior Analysts & RBTs. The care coordinator is responsible for scheduling and rescheduling all client appointments & will be asked to coordinate schedules with families and clinicians. The Care Coordinator will support Behavior Technicians in registering and preparing for the Registered Behavior Technician Exam. The Clinical Care Coordinator supports the Operations Director with clinic reporting, operations, and ensuring the clinic meets performance KPIs.

Key Responsibilities

Scheduling Duties

• Manage day-to-day clinic scheduling including holidays, staff time off, and client absences.
• Revise last-minute (<24 hours) schedule changes and communicate updates
• Reschedule missed appointments within 48 hours
• Provide meaningful tasks for staff during non-billable hours
• Coordinate assessment and onboarding schedules for clients.
• Maintain synchronization of new hire training with Operations and Clinical Director.
• Manage clinic supply needs and requests

Client Intake Responsibilities

• Respond to inquiries from prospective clients and provide clear information about ABA services
• Coordinate and schedule intake assessments with families and clinicians
• Collect and organize intake documentation including diagnostics, insurance, and consent forms
• Verify insurance eligibility and coordinate with the billing/authorization team
• Communicate frequently with families to support them throughout the intake process
• Collaborate with clinical leadership to assign clients to BCBAs and RBTs based on need
• Enter client data into systems (e.g., CentralReach) and set up initial treatment schedules
• Ensure onboarding materials and expectations are shared and understood by families
• Maintain an intake tracker and report on client pipeline and onboarding status

Purchase Orders

• Submit purchase orders as needed

Office Support

• Welcome and direct clients/visitors
• Answer and transfer phone calls
• Help maintain clinic cleanliness and coordinate facility maintenance
• Support Saturday clinic events as scheduled

New Hire Training & Onboarding

• Review and update trainee trackers
• Coordinate in-field training schedules
• Ensure readiness for client interaction post-orientation
• Assist in RBT Exam registration and scheduling
• Organize meet-and-greets and documentation sessions for new hires

Qualifications

Education/Experience:

• Bachelor’s degree required
• Experience in a medical office or similar setting (ABA setting preferred)
• Experience with Central Reach software (preferred)
• Experience working with CPT codes (preferred)
• Must be comfortable interacting with children, families, and clinicians

Skills & Abilities:

• Exceptional attention to detail and critical thinking in fast-paced clinical and administrative environments
• Strong interpersonal and communication skills for coordinating with clients, caregivers, and clinical staff
• Ability to manage ambiguity with a proactive, solutions-oriented mindset
• Excellent written and verbal communication skills, including professional email and phone etiquette
• Proven ability to prioritize tasks, manage multiple responsibilities, and work independently with minimal supervision
• Strong organizational and time management skills to support scheduling, client onboarding, and clinical documentation
• Willingness to learn and support the implementation of ABA principles and treatment plans under supervision
• Basic computer proficiency, including comfort with practice management software, scheduling platforms, and Microsoft Office
• Independent problem-solving skills and sound judgment in decision-making
• Must have a valid driver’s license, reliable transportation, and current auto insurance

Compensation & Benefits

• Base Salary: $48,000–$55,000/year
• Bonus Potential: Over $10,000 annually, based on performance
• Health Benefits: Medical, dental, and vision
• PTO: Generous paid time off policy
• Professional Development: Ongoing training and growth opportunities

Equal Opportunity Employer

Better Together Behavioral Health provides equal employment opportunities to all employees and applicants without regard to race, color, religion, age, sex, national origin, disability, veteran status, sexual orientation, gender identity or expression, or any other protected status.

Ready to Join a Team That’s Better Together?

Apply today and become part of a company that’s growing with purpose and putting people first, always.