Job Description: Case Manager (Client Onboarding, Offboarding, and Billing)
Job Type: Non-Exempt, Full-Time
Location: Corporate
Reports to: Clinical Director
Position Overview:
The ABA Client Intake Coordinator at Key Essentials to Behavior Management is responsible for managing the onboarding and offboarding processes of clients, as well as overseeing all billing requirements and administrative input. This critical role ensures a smooth transition for clients entering and exiting services while guaranteeing efficient billing processes and maintaining accurate administrative data. The Case Manager will collaborate with various stakeholders, including clients, clinical teams, billing personnel, and administrative staff, to ensure adherence to company policies, regulatory requirements, and ethical standards.
Responsibilities:
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Client Onboarding:
- Coordinate the onboarding process for new clients, including collecting necessary intake information and required documentation.
- Coordinate and collaborate on initial client assessments and develop client profiles to support individualized treatment plans.
- Collaborate with clinical teams to ensure the availability of appropriate resources and develop comprehensive treatment schedules.
- Liaise with clients and their families to address any inquiries, provide necessary information, and facilitate a smooth transition into services.
- Update and maintain accurate client records in compliance with all HIPAA and privacy regulations.
- Communicate client requirements and treatment plans to the appropriate staff members.
- Client Offboarding:
- Manage the offboarding process for clients who have completed or are terminating services.
- Coordinate and collaborate on exit assessments, collect necessary documentation, and update client records accordingly.
- Coordinate with clinical teams and admin to ensure a seamless transition for clients exiting services.
- Address any feedback or concerns from clients or their families during the offboarding process.
- Perform necessary administrative tasks to close client files and update billing systems.
- Insurance Coordination:
- Work closely with insurance providers to verify coverage and secure necessary authorizations for services.
- Liaise with clients and their families to gather insurance information and necessary documentation.
- Conduct insurance eligibility checks to determine coverage terms and limitations.
- Collaborate with clinical teams and administrative staff to ensure proper completion of insurance claim forms.
- Resolve any insurance-related inquiries or concerns from clients, families, or insurance representatives.
- Administrative Input:
- Maintain accurate administrative data, including scheduling details, client demographics, and documentation.
- Enter and update client information in the electronic health record (EHR) system.
- Ensure data integrity and compliance with confidentiality regulations.
- Generate reports and provide necessary administrative support to the team.
- Coordinate with the administrative staff to facilitate efficient workflow and effective communication across departments.
Requirements:
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High School Diploma (some college), Bachelor's degree (preferred) in a related field (such as healthcare administration, psychology, or business) or equivalent work experience.
- Previous experience in case management, preferably in a behavioral health or healthcare setting.
- Familiarity with billing processes and insurance regulations.
- Knowledge of Electronic Health Record (EHR) systems and proficiency in relevant software applications
- Excellent organizational skills with strong attention to detail.
- Effective communication and interpersonal skills to liaise with clients, families, clinical teams, and internal staff.
- Ability to handle sensitive and confidential information with professionalism and discretion.
- Strong problem-solving and decision-making abilities.
- Familiarity with HIPAA regulations and privacy laws.
- Commitment to maintaining high-quality standards and adherence to company policies.
Note: This job description outlines the general nature and key responsibilities of the role but is not intended to be an exhaustive list. Additional duties may be assigned to meet the organization's needs.
Physical Requirements
Occasional Requirements (1-3 hours): Sitting, standing, walking, simple grasping, power grasping, pushing, pulling, reach above shoulder, reach waist level, reach below waist, reach below knee, ending, twisting, kneeling, squatting, driving personal vehicle.
Rare Requirements (0-1): Hand and wrist work, keyboarding, fine manipulation, climbing stairs, lifting/carrying 1-50lbs.
The field of Applied Behavior Analysis may involve direct contact with individuals that may potentially exhibit aggressive and/or extremely challenging behaviors (i.e. spitting, hitting, kicking, throwing of objects, etc.).