Care Coordinator - ABA

Regard Healthcare; Norfolk (VA); On-site; USD 36,000 - 54,000; Full time

Job summary

CareWorks ABA is seeking a dedicated Care Coordinator to support families and staff across scheduling, onboarding, and case-start activities at our Suffolk, VA Autism Center. You will serve as the central communications hub between clients, clinicians, and behavior technicians, ensuring smooth coordination and excellent customer service.

The role reports to the Clinical Manager and requires strong attention to detail, organizational skills, and experience in intake or care coordination within

Qualifications

• High school diploma or GED required; associate or bachelor’s degree preferred.
• Strong attention to detail and excellent organizational skills.
• Exceptional verbal and written communication skills.
• Proficiency with Microsoft Office Suite and related software systems.
• Minimum of 2 years of experience in intake, care coordination, or an ABA-related role.
• Comfort with basic social media posting and communication preferred.

Responsibilities

• Reach out to families after assessments to confirm availability, review next steps, and provide weekly check-ins.
• Contact newly hired RBTs/BTs to review caseload expectations, scheduling needs, and onboarding procedures.
• Complete accurate data entry and documentation within the EHR and other required software systems.
• Schedule clients’ start dates and coordinate with clinical leadership, families, and staff to ensure seamless transitions.
• Manage restaffing needs and communicate changes promptly to families.
• Maintain and update client and staff schedules within CentralReach.
• Conduct monthly check-ins with families and RBTs; document conversations and follow-up tasks.

Skills

Attention to detail

Organizational skills

Verbal communication

Written communication

Microsoft Office

Education

High school diploma or GED

Associate or Bachelor’s degree preferred

Tools

CentralReach

EHR systems

Job description

Join Us as a Care Coordinator – CareWorks ABA

The Care Coordinator at CareWorks ABA plays a vital role in supporting families and staff through the scheduling, onboarding, and case-start process. This position serves as the central communication hub between clients, clinicians, and behavior technicians, ensuring smooth coordination and exceptional customer service. The Care Coordinator reports directly to the Clinical Manager.

What You’ll Do:

• Reach out to families after assessments are completed to confirm availability, review next steps, and provide weekly check-ins—even when there are no updates—to ensure families feel supported and valued.
• Contact newly hired RBTs/BTs to review caseload expectations, scheduling needs, and onboarding procedures.
• Complete accurate data entry and documentation within the EHR and other required software systems.
• Schedule clients’ start dates and coordinate closely with clinical leadership, families, and staff to ensure seamless transitions.
• Manage restaffing needs and communicate changes promptly to families.
• Maintain and update client and staff schedules within CentralReach.
• Conduct monthly check-ins with families and RBTs; document conversations and complete follow-up tasks as needed.
• Issue corrective action to RBTs when necessary (attendance concerns, incomplete session notes, data accuracy issues) and document appropriately.
• Use discretion to schedule clients in a way that maximizes authorized hours and meets clinical recommendations.
• Audit EHR entries for accuracy, completeness, and compliance.
• Evaluate staffing needs and communicate updates to the clinical team.
• Attend team meetings and provide updates on scheduling, staffing, and family needs.
• Identify and implement scheduling or staffing adjustments based on client satisfaction and feedback.
• Participate in community outreach efforts, including building relationships with local daycares, schools, and community partners to support center growth.
• Support social media marketing efforts by creating and sharing center updates, community events, caregiver resources, and recruitment posts across approved platforms.
• Assist with maintaining a positive online presence that reflects CareWorks ABA’s mission, values, and commitment to families.
• Perform other duties as assigned.

What You’ll Need:

• High school diploma or GED required; associate or bachelor’s degree preferred.
• Strong attention to detail and excellent organizational skills.
• Exceptional verbal and written communication skills.
• Proficiency with Microsoft Office Suite and related software systems.
• Minimum of 2 years of experience in intake, care coordination, or an ABA-related role.
• Comfort with basic social media posting and communication preferred.

Work Location & Hours:

This is a full-time, on-site position at our Suffolk, VA Autism Center, supporting families across the Hampton Roads region.
Core hours: Monday–Friday, 40 hours a week, daytime business hours.

Why Work With CareWorks ABA?

CareWorks ABA is a mission-driven ABA provider committed to whole-child, whole-family care. As part of our collaborative team, you’ll contribute to meaningful outcomes for children and families.

CareWorks ABA is committed to equal employment opportunities for all employees and applicants. We prohibit discrimination and harassment of any kind based on race, color, religion, age, sex, national origin, disability, genetics, veteran status, sexual orientation, gender identity or expression, or any other protected characteristic under federal, state, or local law. This policy applies to all employment practices, including hiring, promotion, compensation, training, and termination.