Licensed Behavior Analyst (LBA) Coordinator

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 to the first session. • Escalate staffing gaps, authorization concerns, or scheduling conflicts to the appropriate supervisor on time. Data & Reporting • Maintain scheduling data with high accuracy across all platforms (EHR, scheduling software, and spreadsheets as applicable). • Generate and distribute weekly scheduling reports for internal operations review. • Flag trends in cancellations, no-shows, or unfilled sessions to support workforce planning decisions. Requirements• High school diploma or equivalent required; Associate's or Bachelor's degree. • Minimum 1 to 2 years of experience in scheduling, care coordination, administrative operations, or a related field. • Experience in a healthcare, behavioral health, home care, or LBA setting strongly preferred. • Demonstrated ability to manage multiple priorities in a fast-paced, high-volume environment. • Strong proficiency with scheduling systems, EHR or case management platforms, and Microsoft Office / Google Workspace. • Excellent written and verbal communication skills with the ability to interact professionally with clinical staff, families, and leadership. • High attention to detail with a low tolerance for data errors or scheduling inaccuracies. Preferred • Familiarity with Medicaid authorization processes and service hour tracking. • Experience with LBA-specific platforms (e.g., Central Reach, Catalyst, Theralytics, or similar). • Bilingual candidates (English/Spanish or English/Haitian Creole) are encouraged to apply. BenefitsJoin Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.

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 to the first session.

• Escalate staffing gaps, authorization concerns, or scheduling conflicts to the appropriate supervisor on time.

Data & Reporting

• Maintain scheduling data with high accuracy across all platforms (EHR, scheduling software, and spreadsheets as applicable).

• Generate and distribute weekly scheduling reports for internal operations review.

• Flag trends in cancellations, no-shows, or unfilled sessions to support workforce planning decisions.

Requirements

• High school diploma or equivalent required; Associate's or Bachelor's degree.

• Minimum 1 to 2 years of experience in scheduling, care coordination, administrative operations, or a related field.

• Experience in a healthcare, behavioral health, home care, or LBA setting strongly preferred.

• Demonstrated ability to manage multiple priorities in a fast-paced, high-volume environment.

• Strong proficiency with scheduling systems, EHR or case management platforms, and Microsoft Office / Google Workspace.

• Excellent written and verbal communication skills with the ability to interact professionally with clinical staff, families, and leadership.

• High attention to detail with a low tolerance for data errors or scheduling inaccuracies.

Preferred

• Familiarity with Medicaid authorization processes and service hour tracking.

• Experience with LBA-specific platforms (e.g., Central Reach, Catalyst, Theralytics, or similar).

• Bilingual candidates (English/Spanish or English/Haitian Creole) are encouraged to apply.

Benefits

Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.

Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.

Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.

Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.

Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.

Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.

CrewBloom is on a mission to connect global professionals with remote jobs they love. Since launching in 2016, we have expanded our global footprint to 22 countries in Asia, the Middle East, and Europe.

CrewBloom is on a mission to connect global professionals with remote jobs they love. Since launching in 2016, we have expanded our global footprint to 22 countries in Asia, the Middle East, and Europe.