Care Coordinator; ABA)

At Possibilities, we’re redefining what ABA therapy can look and feel like for our learners, their families, and our team. We are growing at a healthy, exciting pace and are looking for employees who are passionate about helping others, inspired by meaningful progress, and energized by building something special. Founded on the belief that every child and young adult can succeed with the right tools, Possibilities exists to help learners and their loved ones imagine new opportunities through compassionate, individualized care.

We do ABA differently, guided by values of hope, community, empowerment, and growth that shape everything we do.

Position Overview The Care Coordinator serves as a primary point of contact and advocate for families throughout their treatment journey. This role provides continuity of support by developing strong, trusted relationships with families and helping them navigate the service-delivery process from start to finish.

As a key resource for families, the Care Coordinator provides information, coordinates resources, addresses questions and concerns, and helps identify solutions as needs arise. They serve as a central point of communication for scheduling needs, service adjustments, requests, and other matters that may impact the family’s experience.

The Care Coordinator works collaboratively with families, clinical teams, and operational staff to facilitate clear communication and timely resolution of needs. Above all, this role is responsible for helping ensure that each family feels heard, informed, prioritized, and supported throughout every stage of their experience with Possibilities.

Essential Functions and Responsibilities The Care Coordinator loves working with people and is energized by social interaction. About 50% of their time is spent in communication with families via phone calls, text messages, or emails. They have excellent soft skills and the ability to build rapport and form relationships with a wide variety of people. They have superb communication skills, even during tense or stressful situations.

Duties in this category include:

Conducting parent orientations, scheduling initial ABA assessments and treatment plan reviews, and coordinating with families to develop a treatment schedule and begin ABA services.

Responding to calls, texts, and emails from learners regarding schedule changes, questions, requests, etc.

Communicating with the treatment team to pass on feedback, needs, preferences, cancellations, staff changes, etc. to improve learner experience.

The Care Coordinator must be highly organized, detail-oriented, and skilled at managing multiple priorities in a fast-paced environment. This role requires strong follow-through, accurate tracking, and the ability to complete time-sensitive tasks efficiently. Approximately 50% of the Care Coordinator’s time is spent working within practice management systems to create and maintain schedules, process updates and changes, track required information, and accurately document interactions and activities.

Duties in this category include:

Creating and entering treatment schedules that fulfill learners’ recommended hours and maximize staff availability.

Making ongoing schedule adjustments (canceling, rescheduling, reassigning, etc.) to accommodate changes in availability, time-off requests, cancellations, etc.

Responding to calls, texts, or emails from staff regarding scheduling changes.

Monitoring client attendance, charging applicable fees, and updating practice systems accordingly.

Documenting family contact in the learners’ contact log.

Uploading client documents into the system and supporting them with intake paperwork.

Organizing the client file so that documents are easily located.

Managing a list of…