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.

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