iSTA Solutions

Therapist

• Serving as the dedicated point of contact for an ongoing portfolio of families receiving ABA therapy services, building trusted and consistent relationships over time.
• Proactively monitoring case progress and family satisfaction, identifying potential concerns or risks before they escalate.
• Handling difficult, emotional, or high-tension conversations with professionalism, empathy, and a solutions-focused approach.
• De-escalating frustrated or distressed families by actively listening, acknowledging concerns, and guiding conversations toward resolution.
• Identifying the root cause of family concerns and coordinating with internal clinical, scheduling, and administrative teams to resolve them effectively.
• Using case data and family feedback to track trends, flag recurring issues, and recommend improvements to the broader team.
• Following up consistently on open cases and outstanding concerns to ensure nothing is left unresolved.
• Documenting all case interactions, resolutions, and follow-up actions accurately in the relevant systems (including CentralReach or similar platforms).
• Communicating service updates, changes, or disruptions to families in a clear, empathetic, and timely manner.
• Collaborating closely with scheduling, intake, and clinical teams to ensure families receive a seamless, well-coordinated experience.

ABA Case Manager – ABA Therapy, US Healthcare

• Serving as the first point of contact for families inquiring about or beginning ABA therapy services, delivering a warm, professional, and reassuring experience from the very first interaction.
• Guiding families through the full intake process, explaining each step clearly, answering questions, and ensuring they feel supported throughout.
• Collecting and following up on required intake documentation and paperwork, ensuring all forms are completed accurately and on time.
• Tracking the status of each family through the intake pipeline and proactively following up to keep the process moving without unnecessary delays.
• Responding promptly to incoming inquiries via phone and email, maintaining a high standard of responsiveness at all times.
• Accurately capturing and updating family and client information in the relevant systems (including CentralReach or similar platforms).
• Coordinating with internal teams (scheduling, clinical, and administrative) to ensure a smooth handover once intake is complete.
• Flagging any delays, incomplete documentation, or unresponsive families to the relevant team member in a timely manner.
• Maintaining consistency and attention to detail across a high volume of concurrent intake cases.

Intake Specialist – ABA Therapy, US Healthcare

• Following up with RBTs (Registered Behaviour Technicians) to confirm availability, schedules, and any updates that affect client sessions.
• Checking in with families and parents to provide scheduling updates, address concerns, and ensure their expectations are being met.
• Sourcing new RBT/ABA Therapist candidates through various channels to support the team’s ongoing staffing needs.
• Assisting with the pairing of RBTs/ABA Therapists to clients based on availability, location, and client needs.
• Maintaining accurate and up-to-date records of therapist and client statuses in the relevant systems.
• Flagging scheduling conflicts, staffing gaps, or unresponsive parties to the relevant coordinator in a timely manner.
• Drafting and sending professional written communications to both RBTs and families as required.
• Supporting the broader scheduling and staffing team with administrative tasks as needed.

Scheduling Support Coordinator – ABA Therapy, US Healthcare

• Conducting onboarding meetings via Zoom or Teams with newly hired therapists.
• Guiding candidates through each stage of the onboarding process and identifying what still needs to be completed.
• Following up consistently to ensure candidates are progressing through their onboarding steps on time.
• Managing candidate statuses on a shared board and ensuring no one is stuck at a stage for too long.
• Completing and tracking tasks accurately within the company's systems (including ClickUp).
• Flagging candidates who are not engaging or progressing and following the relevant protocols.
• Coordinating with the staffing team once candidates reach the placement stage of onboarding.
• Handling approximately 30 onboarding candidates per month per state, with team support during high-volume periods.

Onboarding Coordinator – ABA Therapy, US Healthcare

Data Entry

• Join a rapidly expanding team at ISTA Solutions
• Work with highly skilled professionals
• Contribute to our mission focused on employee satisfaction and work-life balance
• Participate in a culture of long-term success and lifelong learning

Data Entry Specialist – Project-Based

• Monitoring and responding promptly to new candidate applications on Indeed
• Conducting screening and placement interviews for specific ABA therapy client cases
• Filling new cases within 24–48 hours of receipt
• Sending onboarding documentation to successful candidates and following up to ensure timely return
• Coordinating background checks and ensuring all compliance requirements are met
• Handing completed cases off to the onshore staffing department with all relevant information
• Proactively sourcing fresh candidates on LinkedIn to build and maintain a strong talent pipeline
• Maintaining accurate records across internal systems including ClickUp, Viventium, and Teams
• Communicating professionally and warmly with candidates throughout the full recruitment process

Recruiter, ABA Therapy, US Healthcare

Medical Reviewer

• **Account specific roles and responsibilities:**
• - Review and audit patient charts and clinical documentation.
• - Verify that ICD-10 diagnosis codes appropriately correspond with documented treatments and services.
• - Evaluate patient care plans to ensure alignment with diagnoses, prescribed treatments, and documented services.
• - Complete structured audit reports consisting of 140+ audit questions for each patient chart.
• - Ensure chart reviews are conducted with a high level of accuracy, consistency, and adherence to documentation standards.
• - Maintain productivity targets by completing patient chart audits within an average timeframe of approximately 30 minutes per chart.
• - Identify discrepancies, inconsistencies, or documentation gaps and flag them appropriately through the reporting process.
• - Follow established workflows, auditing procedures, and quality standards for chart review activities.

Clinical Reviewer

Auditor

• Review ICD-10 codes to ensure correct clinical category mapping
• Identify missed reimbursement opportunities across PT/OT, SLP, NTA, Nursing, and Functional Scoring
• Ensure therapy services and clinical documentation are properly aligned
• Utilize CMS tools, the RAI Manual, and internal protocols to maintain regulatory compliance
• Thoroughly scrub assessments prior to submission for completeness and accuracy

PH Nurse, Clinical Auditor

Recruitment

• Review the open case list daily, organised by state, county, and zip code
• Use an internal geographic map of current staff and clients to identify suitable therapist matches for open cases
• Determine whether existing staff can fill open cases, or whether new recruitment is required
• Send official staffing confirmation and welcome emails once a case is filled, including start dates
• Hand off fully staffed cases to the Case Management team for ongoing client support
• Maintain active job postings across platforms (Indeed, ZipRecruiter, Glassdoor, and others) via the Apploy platform
• Screen, interview, and assess ABA therapist and BCBA candidates
• Carefully screen candidates for availability — most cases require afternoon, evening, and weekend hours
• Manage candidate onboarding through the Empion platform, tracking document completion and following up to ensure timely case readiness
• Tailor recruitment strategy by geography — proactively pool candidates in high-turnover regions while recruiting case-by-case in stable areas
• Aim for an interview-to-ready-to-start turnaround of approximately one week, where possible
• Maintain transparent, empathetic communication with families in areas where staffing is difficult — reassuring them that the search is ongoing
• Collaborate closely with the Intake, Case Management, and Clinical teams
• Manage multiple open cases simultaneously, prioritising effectively based on urgency and geography

ABA Care Coordinator – Staffing & Recruitment

Billing Specialist

• Submit and manage USA insurance claims accurately and timeously.
• Follow up on unpaid, denied, or rejected claims.
• Work with insurance remits/EOBs and payment postings.
• Investigate and resolve billing discrepancies.
• Communicate with insurance companies regarding claims and denials.
• Maintain accurate billing records and documentation.
• Ensure payer requirements and authorisation guidelines are followed.
• Work across multiple insurance portals and systems.
• Escalate unresolved billing issues where necessary.
• Assist with revenue cycle and claims management processes.

Billing Specialist – EST Working Hrs

Procurement

• Receive and review purchase orders submitted by healthcare facilities through the system, ensuring budget compliance, availability (including backorders), appropriateness, and alignment with purchasing trends before processing.
• Manage and resolve tickets for non-catalogue items by communicating with facilities, sourcing required products, obtaining ownership approval, and completing the purchase process.
• Monitor facility equipment rentals by tracking usage, ensuring items are not misused, maintaining rentals at minimum required levels, and coordinating timely returns.
• Process electronic invoices within the system by matching them to purchase orders and syncing with the accounting software; investigate and resolve any discrepancies or mismatches.

Purchasing Coordinator, USA Healthcare

• Lead, coach, and manage a team of recruiters to improve overall performance, activity levels, and output.
• Monitor team KPIs and hold recruiters accountable for consistent follow-up and candidate engagement.
• Provide ongoing training, mentorship, and onboarding support for new and junior recruiters.
• Identify performance gaps and implement corrective action plans where necessary.
• Serve as the primary escalation point for complex requisitions and recruiter queries.
• Drive proactive headhunting and sourcing strategies, moving beyond inbound leads.
• Manage the end-to-end recruitment process from sourcing through to placement for senior or high-priority roles.
• Conduct briefing sessions with internal stakeholders and clients to understand role requirements.
• Maintain consistent, professional communication with candidates throughout the hiring journey.
• Ensure the candidate database is actively managed, up to date, and fully utilised.
• Develop and implement recruitment strategies aligned with client hiring needs in the US healthcare and therapy staffing sector.
• Track and report on recruitment metrics including activity levels, pipeline health, interview ratios, and placements.
• Identify bottlenecks in the recruitment pipeline and implement process improvements.
• Contribute to strategic proposals and initiatives, such as LinkedIn Recruiter upgrade justifications and sourcing tool evaluations.
• Collaborate with the Account Manager and leadership to align on hiring priorities and team direction.

Recruitment Team Lead – USA Healthcare

Accountant

• Own the full-cycle general ledger and monthly close process
• Prepare journal entries, reconciliations, and maintain the trial balance
• Manage balance sheet accounts, including accruals, prepaids, fixed assets, and lease accounting
• Prepare and analyze monthly P&L variance reports, providing clear insights into financial performance
• Handle expense allocations across departments, locations, and cost centers
• Support cash flow forecasting and budget vs. actual analysis
• Assist with ad-hoc financial modeling and reporting for leadership decision-making
• Partner cross-functionally to ensure accurate and timely financial reporting
• Continuously improve accounting processes and systems

Accountant, US Healthcare

QA Engineer

• Review session notes for accuracy, completeness, and compliance
• Ensure documentation meets insurance billing standards
• Identify errors, missing information, and inconsistencies
• Provide clear, professional, and constructive feedback to clinicians
• Track and follow up on corrected documentation
• Maintain organized records of quality reviews
• Support users of clinical software (non-IT support)
• Collaborate with internal and clinical teams

Quality Assurance Specialist – US Healthcare

• Schedule and coordinate 30, 60, and 90-day performance review meetings with RBTs
• Ensure all required evaluation forms (self-assessments and supervisor feedback) are completed prior to meetings
• Maintain an organized calendar and ensure evaluations are conducted on time
• Lead structured evaluation discussions in a professional and supportive manner
• Review and compare RBT self-assessments with BCBA supervisor feedback
• Identify and address any discrepancies in scoring or perception
• Guide constructive conversations around performance, strengths, and improvement areas
• Create a positive and encouraging environment during evaluations
• Ensure feedback is delivered in a clear, respectful, and constructive way
• Build rapport with RBTs to support open and honest communication
• Reinforce that evaluations are developmental and not punitive
• Accurately document evaluation outcomes and key discussion points
• Maintain organized digital records of all completed evaluations
• Track completion rates and follow up on outstanding evaluations