Care Coordinator (CDR)

At Possibilities, were 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 familys 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 Coordinators 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 clients and updating notes and status in the tracker.

- Completing monthly check-in survey forms and sending follow-up emails as needed.

- Researching and providing resources to families.

In addition, Care Coordinators will participate in the following responsibilities to ensure team communication and coordination:

- Attend monthly team meetings.

- Actively participate in company chat groups, including those with learners present.

- Complete RBT training for basic understanding of ABA.

Other duties:

- Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Physical Requirements

- Ability to sit, stand, and walk for extended periods throughout the workday.

- Ability to frequently use a computer, keyboard, mouse, and telephone for prolonged periods.

- Ability to communicate effectively in person, over the phone, and through electronic communication.

- Ability to read, review, and prepare written and electronic documents with close visual attention.

- Ability to bend, reach, stoop, and retrieve files or office materials as needed.

- Ability to maintain the focus and attention necessary to manage multiple priorities and complete detailed, time-sensitive work in a fast-paced environment.

Qualifications

Requirements and Qualifications

- A bachelors degree is preferred; a high school diploma is required.

- Experience working with children and individuals with Autism Spectrum Disorder is preferred. Experience working with clients in a medical or therapeutic setting is highly preferred.

- Ability to maintain a consistent Monday–Friday schedule of 8:30 a.m.–4:30 p.m., with flexibility to adjust working hours, including weekends, during scheduled term transitions to support increased scheduling and service coordination needs.

- Strong computer proficiency and demonstrated ability to effectively navigate multiple systems and technology platforms, including Google Workspace, Lumary, HiRasmus, and Paycom.

- Strong teamwork and collaboration skills, with the ability to work effectively alongside the Regional Director, Clinical Directors, and other team members. Demonstrated ability to manage multiple competing priorities, adapt to changing needs, communicate proactively, and maintain a positive and solution-focused approach in a fast-paced environment.

Compensation & Benefits

Pay Range:

- $60,000 - 63,000 annually

Benefits:

- Opportunities for career growth and advancement

- Generous paid time off (PTO) to support work-life balance

- Ongoing employee recognition and rewards programs

- Wide variety of health insurance plans to choose from with company contribution

- Access to an Employee Assistance Program (EAP) for additional support

- Voluntary benefits to fit your needs, including:

Dental

- Vision

- Short-term disability

- Basic Life Insurance, Voluntary Life Insurance, and AD&D.

- Accident Insurance

- Pet Insurance

- Discounted mobile phone plans

Equal Opportunity Employer Statement

Possibilities is an equal opportunity employer. We are committed to providing an inclusive and welcoming environment for all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, veteran status, or any other protected characteristic in accordance with applicable laws