Job Overview Required:

Bilingual in Spanish Must be available M-F evenings Clinic based- Must be available until 7 pm We are seeking a highly organized and detail-oriented ABA Clinical Operations Administrator to join our growing behavioral health team. This full-time, in-clinic position plays a critical role in supporting the operational and clinical infrastructure of our Applied Behavior Analysis (ABA) services. The ideal candidate will have a strong understanding of HIPAA regulations, Medi-Cal and managed care protocols (including All Plan Letter 22-017), and the unique documentation and compliance needs of ABA providers. This is not a client-facing role , but it does require fluency in the administrative processes that support high-quality care for individuals with autism and other developmental disabilities. Responsibilities Manage intake workflows for new clients: collect required documentation (demographics, consent forms, diagnostic reports, insurance cards). Ensure intake packets are complete and submitted to clinical leadership for timely eligibility review. Track authorizations and utilization for all clients across funding sources. Confirm that all services delivered are medically necessary and aligned with payer policies, including

APL 22-017.

Collaborate with the billing team to ensure authorizations match claims submissions and service delivery logs. Audit treatment plans, session notes, and assessment reports for completeness and timely submission. Maintain secure and HIPAA-compliant client files, both digital and paper-based (if applicable). Monitor timelines for treatment plan renewals, reassessments, and clinical documentation deadlines. Support scheduling coordination for in-home and center-based services as needed. Serve as the point of contact for internal staff regarding documentation processes and clinic logistics. Coordinate with Clinical Directors and BCBAs to support internal tracking of assessment completion, behavior intervention plan updates, and progress report submissions. Stay current with federal and state regulations impacting ABA service delivery (e.g., HIPAA, IDEA Part C if applicable, Medi-Cal documentation standards). Assist in preparing for audits, payer reviews, or licensing renewals. Coordinate credentialing and re-credentialing processes for clinical staff (BCBAs, RBTs), including gathering NPI, CPR, TB, background checks, degrees, BACB certificates, and state licenses (e.g., LBA if applicable). Maintain internal credentialing logs and ensure documents are up to date for audit and payer readiness. Liaise with payers and internal billing departments to track enrollment status of providers with Medi-Cal, commercial insurance panels, and managed care organizations. Experience Minimum 1 year of administrative experience in a behavioral health, ABA, or healthcare setting required. Experience with ABA-specific credentialing and staff onboarding workflows (e.g., RBT tracker, BACB requirements, payer enrollment portals). Familiarity with scheduling complexities in home and center-based models (e.g., session duration standards, consecutive hour requirements). Working knowledge of HIPAA , Medi-Cal , and All Plan Letter 22-017 documentation expectations. Proficiency in ABA or EHR platforms (e.g., CentralReach, Rethink, Catalyst, or similar). Exceptional organizational and time management skills with the ability to prioritize urgent tasks without compromising compliance. High school diploma required; Associate's or Bachelor's in health admin, psychology, or related field preferred.

Pay:

From $25.00 per hour

Benefits:

401(k) matching Dental insurance Health insurance Life insurance Paid time off Referral program Vision insurance

Work Location:

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