Clinic Case Manager at Latitude Therapy Solutions – Bridgeton, Missouri

Title: Case Manager (Clinic)

Supervisor: Clinical Director

Overview: The Case Manager (Clinic) The Case Manager (Clinic) at Latitude Therapy plays a critical dual role in both client coordination and day-to-day clinic operations. This individual serves as the primary scheduling and service coordination lead while also acting as the front desk greeter and operational support hub for the clinic. This position ensures therapy schedules are effectively implemented, monitored, and optimized while maintaining a welcoming, organized, and efficient clinic environment. The Case Manager functions as the liaison between families, clinic, and the clinical team and supports staff with scheduling, inventory, and operational needs. The ideal candidate is highly organized, proactive, service-oriented, and comfortable managing both systems and people in a fast-paced ABA clinic setting.

Position Details:

• Position Type: Full-time
• Location: On-site
• Schedule: Monday through Friday, 8:00 am to 5:00 pm

Qualifications:

• Education Requirements:
  • High School Diploma or equivalent (required).
  • Bachelor’s Degree in Psychology, Education, Social Work, or a related field (preferred).
• License/Certification Requirements:
  • Drivers license
• Experience: Key Responsibilities:
  • Minimum of 1-2 years of experience in Case Management, ABA therapy, or related field (required).
  • Registered Behavior Technician certificate (preferred).
  • Familiarity with autism, applied behavior analysis, and development disabilities.
  • Experience working with children and families (strongly preferred).
  • Experience in complex scheduling systems (strongly preferred).
  • Knowledge of insurance processes and billing in the ABA industry (strongly preferred).

Client and Family Support:

• Serve as primary front desk greeter and first point of contact for clients, families, and visitors.
• Provide a welcoming and organized clinic experience.
• Assist families with scheduling questions, attendance contracts, billing inquiries, and parent portal setup (Rethink).
• Schedule parent meetings and support in-clinic coordination.
• Maintain and update client records in EMR systems, including annual intake packets and ROI documentation.
• Track and enforce attendance policies, cancellations, and reschedules.

Scheduling & Caseload

• Manage and coordinate schedules for RBTs and BTs to ensure optimal caseload coverage and compliance with client authorization hours and payer requirements.
• Schedule assessments and therapy sessions with appropriate coverage and consistency.
• Prevent overlapping sessions, incorrect codes, and scheduling errors.
• Monitor service utilization, unstaffed hours, and session verification.
• Communicate schedule updates and resolve conflicts promptly.
• Maintain cancellation and reschedule lists to maximize service delivery.
• Generate and analyze scheduling reports to support operational decision-making.
• Utilize EMR and scheduling platforms including Rethink and Theradriver.

Staff Support:

• Support BCBAs, PLBAs, BCaBAs, and RBTs in monitoring treatment plan implementation from a scheduling and authorization perspective.
• Collaborate with HR and Recruiting to communicate staffing needs for caseloads.
• Ensure staff are welcomed to Latitude prior to beginning services.
• Act as the primary contact for staff regarding scheduling.
• Manage and maintain staff/client cancellation and reschedule list to ensure clients can be rescheduled.
• Monitor staff session verifications.
• Assist with payroll error correction related to scheduling.
• Review billing adjustment sheets when adjustments impact payroll.
• Provide access to all necessary platforms (i.e., connect staff to clients, Playground app) for staff to complete daily tasks.
• Complete daily staff attendance checks and promptly report concerns or patterns to clinic leadership.

Building Maintenance & Coordination:

• Assist with the development and implementation of a consistent schedule for general clinic maintenance, cleanliness, organization, and overall facility upkeep.
• Open and close the clinic each day as assigned, following established procedures for safety, security, and readiness of the building.
• Ensure daily tasks such as tidying shared spaces, managing dishes, and coordinating regular rug and floor cleaning are completed, either directly or through appropriate delegation.
• Monitor the condition of the facility and promptly flag safety, maintenance, or cleanliness concerns; coordinate follow-up with clinic leadership as needed.
• Support compliance with health and safety standards within the clinic setting, including maintaining a high level of cleanliness appropriate for a clinical environment.
• Obtain bids or quotes for maintenance, cleaning, or repair services when needed, communicate options and recommendations to senior management for approval, and schedule services in a timely manner once approved.
• Assist with scanning and organizing incoming mail and routing documents to the Executive Assistant or appropriate recipient.
• Maintain documentation processes, including incident reports and related tracking logs, in accordance with company standards.
• Use the clinic’s approved budget responsibly for supplies and basic maintenance needs; track purchases, stay within assigned budget parameters, and notify clinic leadership of any anticipated overages or unusual expenses.

Documentation and Compliance:

• Maintain accurate and up-to-date client records and status, including client profiles in Rethink (and annual intake packet updates).
• Ensure ROI’s and parent paperwork are completed annually.
• Ensure signatures of treatment plans are obtained in a timely manner.
• Ensure compliance with HIPAA regulations and organizational standards for confidentiality.
• Assist in preparing reports for insurance authorizations, reauthorizations, and audits.
• Monitor staff compliance with company policies, including required training, licensure, and ongoing education.
• Contribute to the continuous improvement of scheduling processes and operational efficiency.

Skills:

• Excellent organizational and time management skills.
• High attention to detail.
• Proficiency in EMR systems, scheduling tools, and Google Workspace.
• Ability to manage competing priorities.
• Strong interpersonal and communication abilities.
• Flexible, self-starter, problem solver, and positive attitude.
• Proficiency in using electronic medical records (EMR) systems, scheduling tools, and productivity software suite (e.g., Google Suite).
• Ability to handle sensitive information with professionalism and discretion.

Physical Requirements:

• Typically, a sedentary role; requires prolonged periods of sitting and working at a computer. Ability to communicate effectively via phone and in-person.
• When performing RBT duties, physical requirements may include:
• Must be able to lift up to 25 pounds unassisted
• Must be able to see and hear clearly or have skills to compensate for these deficiencies
• Must be able to run quickly, especially over short distances
• Must be able to take and pass without major modification a course in CPI Training; requires hands-on, physical components
• Ability to face physical challenges associated with the care of children with special needs
• Must be prepared to physically prompt, rescue, hold or retrieve individually or to use approved restraint techniques alone or with others if necessary; may be physically tiring and may cause fatigue
• Must be physically prepared to withstand moderate levels of harm inflicted by clients, such as bites, scratches, hair pulls, strikes and grabs
• May be subject to blood borne pathogens
• Temperature is regulated and moderate

Working Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.