Carolina Center for ABA & Autism Treatment

Operations

• Coordinate all diagnostic evaluation scheduling, including intake appointments, evaluations, follow-up consultations, and re-assessments.
• Serve as the primary point of contact for families regarding scheduling, required documentation, evaluation logistics, and general questions.
• Communicate professionally and compassionately with caregivers, referral partners, and internal teams.
• Collect and track deposit payments and any required pre-service financial documentation.
• Supports deposit collection, financial readiness verification, and pre-service payment workflows with accuracy and professionalism.
• Provide status updates to families and ensure all pre- and post-evaluation steps are communicated clearly and completed on time.
• Collect, review, and organize intake packets, developmental histories, school records, medical documentation, and consent forms.
• Prepare assessment materials (including scoring sheets, rating scales, digital forms, and testing packets) for use by clinicians.
• Upload and maintain all records in the EMR with accuracy and timeliness.
• Maintain secure storage, inventory, and chain-of-custody tracking of assessment materials and tools.
• Track evaluation progress from referral through report delivery, identifying barriers and ensuring timely movement through each stage.
• Monitor and report on referral-to-evaluation and evaluation-to-report turnaround times, escalating delays as needed.
• Track and report on family satisfaction related to the evaluation process, identifying themes or barriers that impact caregiver experience.
• Support clinicians with scheduling, documentation, and follow-up tasks.
• Coordinate warm handoffs to Kind Behavioral Health’s ABA intake team for families moving forward with therapy services.
• Partner with the Director of Workforce Planning & Client Experience to compile, analyze, and present operational performance data.
• Identify workflow bottlenecks and collaborate across teams to refine scheduling practices, documentation processes, turnaround time expectations, and throughput.
• Assist in the development, refinement, and maintenance of report templates, standardized documentation tools, and efficiencies within EMR/CRM systems.
• Track family satisfaction indicators and participate in initiatives aimed at improving the diagnostic experience.
• Ensure HIPAA compliance and maintain strict confidentiality in all handling of client and evaluation information.
• Communicate promptly and professionally with clinicians, caregivers, and clinic teams.
• Proactively resolve administrative or scheduling issues while maintaining a family-centered, service-oriented approach.

Diagnostic Operations Specialist

Human Resources

• Support pre-employment compliance by auditing and maintaining accurate records following TA Coordinator initiation of background checks, drug tests, I-9 forms, and new hire documentation. Collaborate with the TA Coordinator to resolve any discrepancies before employee start dates.
• Serve as a backup, as needed, to initiate and monitor pre-employment activities (background checks, drug screens, I-9s) during TA Coordinator PTO, LOA, or other absences to ensure uninterrupted hiring compliance and readiness.
• Coordinate the transition of new hires from pre-boarding to the Training team, confirming that all compliance steps and required documentation are complete prior to the start of the 2-week onboarding program.
• Enter and maintain accurate employee data in the Human Capital Management (HCM) system, ensuring that records are up-to-date and comply with legal requirements.
• Update and track changes in employee information, such as job titles, addresses, compensation, and benefit enrollment, ensuring accuracy.
• Manage the HR mailbox, responding to and resolving HR inquiries related to general HR policies, benefits, and payroll.
• Assist employees with basic HR-related issues and direct complex concerns to the appropriate HR team member.
• Assist with the collection of employee data for reporting purposes, including generating basic foundational HR reports as required.
• Monitor and ensure compliance with HR regulations, maintaining records in alignment with federal and state requirements.
• Support the HR team in managing workers' compensation claims, including reporting injuries and ensuring proper documentation is maintained.
• Support the HR Manager during separation processes, managing the offboarding checklist to ensure compliance and security (with HR Generalist support).
• Conduct exit interviews and administer exit surveys, gathering feedback on the employee experience to identify patterns and areas for improvement (with HR Generalist support).
• Provide general administrative support to the HR team, including scheduling meetings, preparing HR documents, and assisting with the coordination of employee recognition programs.
• Collaborate with HR leadership to recommend and implement process improvements to streamline HR workflows, enhance employee experience, and increase departmental efficiency.

HR Coordinator

Onboarding Specialist

• Serve as the primary HR point of contact from offer acceptance through pre-boarding, ensuring all hiring requirements are completed accurately and on time.
• Monitor offer progress and pre-employment tasks (e.g., background checks, drug screens, I-9s), following up proactively to prevent delays.
• Partner with recruiters and HR team members to ensure timely offer processing, accurate data entry, and readiness for onboarding.
• Coordinate logistics and communication for onboarding cohorts, partnering with Training to confirm roster accuracy and first-day readiness.
• Provide coordination support for the peer-buddy program, partnering with the Buddy Program Lead to ensure timely pairings and engagement during the first 30 days.
• Coordinate and track BT testing to ensure timely completion of RBT certification and communicate progress or issues to HR and Training partners.
• Identify early integration risks (e.g., testing delays, disengagement, attendance issues) and escalate for resolution as needed.
• Maintain accurate new-hire data and documentation in the ATS and HRIS from offer acceptance through early employment milestones.
• Track and report on key metrics such as offer-to-start conversion, onboarding completion, and RBT testing outcomes.
• Recommend process improvements and share insights to enhance onboarding, buddy engagement, and early retention.
• Collaborate with HR, TA, Training, Operations, and the Buddy Program Lead to ensure a seamless new-hire experience and smooth transition post-onboarding.
• Build positive, service-oriented relationships with recruiters, hiring managers, and new hires to support engagement, accuracy, and early success.

Onboarding Coordinator

Analyst

• Design and oversee ABA treatment programs
• Continuously evaluate client needs and provide parent education and consultation
• Conduct behavior assessments according to needs of the client
• Design Treatment Plans of Care
• Design measurement and data collection systems
• Provide case oversight in compliance with the BACB (~20% oversight or more if requisite)
• Supervise, mentor, and motivate Registered Behavioral Technicians (RBTs) to implement treatment plans effectively
• Attend monthly off-site team RBT meetings and monthly off-site Client Outcomes review
• Conduct family training
• Billing and documentation for all clinical activities, same day as activity
• Attend regularly scheduled monthly meetings with BCBAs and other staff as needed
• Problem-solve to help each client reach his or her potential

Board Certified Behavior Analyst, BCBA

Administration

• Assist with scheduling, patient services, administrative tasks, and ensuring a smooth clinic workflow
• Serve as the face, voice, and first impression of KBH; greet clients and act as initial point of contact
• Manage clinic communications: email, phone calls, voicemail, and facilitate inquiry calls and warm hand-offs
• Maintain file and EMR organization under HIPAA regulations; ensure confidentiality and sign-in procedures
• Create materials for clinical staff and manage office tasks (copies, laminating, faxes)
• Ensure clinic 'Tour Ready' through routine walkthroughs; maintain cleanliness, safety, and schedule facility maintenance
• Manage clinic budgets, inventory, and procurement for community building and office supplies
• Support clinic scheduling, client shadow opportunities, and assist clinical staff to ensure client safety and dignity
• Manage technical equipment and assignment of data-collection tablets to clinical personnel
• Organize staff events, assist with outreach, support onboarding, and maintain positive relationships with clients, families, and referral sources
• On-site role, Monday through Friday, 8am to 5pm

Diagnostic Operations Specialist

HR Coordinator

Onboarding Coordinator

Board Certified Behavior Analyst, BCBA

ABA Clinic Administrator