Overview:
Momentum Behavior Care is seeking a highly organized and proactive Client Services Coordinator Virtual Assistant to support the scheduling and coordination of ABA (Applied Behavior Analysis) therapy services. This role serves as a key point of contact between families, behavior technicians, and internal team members, ensuring smooth daily operations and exceptional client service. The ideal candidate is detail-oriented, self managed, personable, and capable of handling multiple priorities in a fast-paced healthcare environment.
Key Responsibilities:
Scheduling & Coordination
- Coordinate ABA therapy schedules between behavior technicians and client families.
- Manage appointment bookings, cancellations, rescheduling requests, and schedule adjustments.
- Ensure therapist schedules are optimized and updated accurately.
- Monitor scheduling conflicts and proactively resolve issues.
Client Communication
- Serve as a primary point of contact for families regarding scheduling concerns.
- Communicate professionally via phone, email, and text messaging.
- Respond promptly to inquiries while maintaining a high level of customer service.
- Build positive relationships with families and staff.
Administrative Support
- Maintain accurate records within the Central Reach EHR system.
- Update client information, schedules, and service documentation.
- Assist with reporting and administrative tracking tasks.
- Support operational workflows and process documentation.
Operational Support
- Follow established procedures while identifying opportunities for improvement.
- Escalate concerns appropriately and propose solutions when issues arise.
- Collaborate with supervisors and team members to ensure service continuity.
- Assist with special projects and administrative initiatives as needed.
Required Qualifications:
- Minimum 2 years of experience in scheduling, staffing coordination, healthcare administration, customer service, or a related field.
- Strong organizational and time management skills.
- Excellent verbal and written English communication skills.
- Ability to multitask and prioritize in a fast-paced environment.
- High attention to detail and accuracy.
- Strong problem-solving and conflict-resolution abilities.
- Self-starter who can work independently with minimal supervision.
- Proficiency with Google Workspace and Microsoft Office applications.
Preferred Qualifications:
- Experience supporting ABA therapy, behavioral health, healthcare, or medical practices.
- Experience using Central Reach or similar EHR/EMR platforms.
- Experience coordinating field staff, technicians, or healthcare providers.
- Spanish-speaking proficiency (highly preferred).
