Why You’ll Love this Case Manager (Clinic) Job!
Help create a seamless therapy experience while making a real impact.
Join Latitude Therapy as a Case Manager (Clinic) in
You’ll work alongside experienced clinicians and operational leaders in a supportive environment focused on providing exceptional care and strong outcomes for children and their families.
Position Type: Full-time
Location: Hybrid (e.g., virtual, clinic)
Schedule
• Monday through Friday (6:00 am – 3:00 pm; adjustments as necessary to accommodate job requirements)
Why Latitude Therapy?
• Opportunity to Grow Within a Clinical Operations Team
• Collaborative Clinical Environment
• Medical, Dental & Vision Insurance
• Paid Time Off
• 401K
• Professional Development Opportunities
Make a difference every day by helping ensure clients receive consistent, high-quality ABA therapy services.
Client and Family Support
• Serve as the primary point of contact for families, addressing general questions, concerns, and feedback related to scheduling. Case Manager will escalate concerns to the proper channels, as appropriate.
• Schedule clinic tours (as requested).
• Ensure families are welcomed to Latitude prior to beginning services.
• Conduct regular check-ins with families on overall satisfaction.
• Provide families with regular updates on staffing status and/or staffing changes.
• Manage attendance contracts with clients and families.
• Assist in setting up parent portals in Rethink.
Scheduling
• Manage and coordinate the schedules of Registered Behavior Technicians (RBTs) and Behavior Technicians (BTs), ensuring optimal caseloads, adherence to client authorization hours and payer requirements.
• Ensure correct codes are used and no overlapping appointments in schedule.
• Address and resolve scheduling conflicts, cancellations, and changes in a timely and efficient manner.
• Communicate schedule updates and changes clearly and promptly to clients, families, and staff.
• Utilize scheduling software (e.g., Rethink, Theradriver) to manage appointments, track hours, and generate reports.
Case Coordination
• Inform Clinic Director regarding initial authorization approval for BCBA to schedule initial assessment.
• Schedule therapy sessions, ensuring appropriate coverage and consistency in service delivery.
• Assist BCBAs, PLBAs, and BCaBAs, RBTs, and other clinical staff to support the monitoring of individualized treatment plans for submission or addendums by updating spreadsheets.
• Monitor service hours to ensure compliance with authorization limits and payer requirements.
• Collaborate with HR and Recruiting to communicate staffing needs for their caseload.
Staff Support
• Ensure staff are welcomed to Latitude prior to beginning services.
• Act as the primary contact for staff regarding scheduling.
• Manage and maintain staff/client cancellation and reschedule list to ensure clients can be rescheduled.
• Monitor staff session verifications.
• Provide access to all necessary platforms (i.e., connect staff to clients, Playground app) for staff to complete daily tasks.
Documentation and Compliance
• Maintain accurate and up-to-date client records and status, including client profiles in Rethink (and annual intake packet updates).
• Ensure and track active RBT certifications, track certification due dates, and link to supervisor in BACB portal.
• Ensure ROI’s and parent paperwork are completed annually.
• Ensure signatures of treatment plans are obtained in a timely manner.
• Review sessions prior to billing to ensure no overlapping sessions, incorrect codes, and any other issues that could impact accurate billing.
• Support payroll in error correction.
• Reviews billing adjustment sheet if billable adjustments need to be made during payroll.
• Ensure compliance with HIPAA regulations and organizational standards for confidentiality.
• Ensure timely completion of all required documentation, including session notes and treatment plans, from the scheduling perspective.
• Assist in preparing reports for insurance authorizations, reauthorizations, and audits.
• Track client and staff cancellations and enforce company policies accordingly.
• Monitor staff compliance with company policies, including required training, licensure, and ongoing education.
• Pull and analyze reports and data related to scheduling status, service utilization, and unstaffed hours to assist with decision-making and identify areas of improvement.
• Contribute to the continuous improvement of scheduling processes and operational efficiency.
Professional Development
• Stay informed about ABA industry trends and regulatory changes.
• Attend training sessions and workshops, as required.
• Maintain records of PDU’s for RBT certifications.
Qualifications
• High School Diploma or equivalent required
• Bachelor’s Degree in Psychology, Education, Social Work, or related field preferred
• Registered Behavior Technician (RBT) certification required
Experience
• 1–2 years of experience in Case Management, ABA therapy, or a related field required
• Familiarity with autism, applied behavior analysis, and developmental disabilities
• Experience working with children and families strongly preferred
• Experience using complex scheduling systems strongly preferred
• Knowledge of insurance processes and billing within the ABA industry strongly preferred
Skills
• Excellent organizational and time management skills
• Strong interpersonal and communication abilities
• Flexible, self-starter, problem solver, and positive attitude
• Proficiency with electronic medical record systems, scheduling tools, and productivity software (e.g., Google Suite)
• Ability to handle sensitive information with professionalism and discretion
Physical Requirements
• Typically a sedentary role requiring prolonged periods of sitting and working at a computer
• Ability to communicate effectively via phone and in person
When performing RBT duties, physical requirements may include:
• Must be able to lift up to 25 lbs unassisted
• Must be able to run short distances when necessary
• Must be able to physically prompt or implement approved safety procedures when required
• Ability to pass CPI training
• Must tolerate moderate physical demands and exposure to challenging behaviors
• May be exposed to bloodborne pathogens
• Moderate noise level; environment may vary between clinic and therapy areas
Type: Full Time (Hourly)
Job ID: 167971