Job Description
Training and Intake Coordinator Position Overview: This position plays a key role in maintaining clinical excellence, staff readiness, and operational compliance within the ABA clinic as well as supporting the coordination of new patient assessments and initial treatment start up. This position oversees staff onboarding and training systems, ensures ongoing compliance with company policies, payer requirements, and BACB standards, coordinates all aspects of the RBT program, and manages the new client intake and start up process. The position requires a highly skilled level of organization, task prioritization, and professional communication. Working collaboratively with the Clinical Director, BCBAs, administrative team, and families, this position ensures that staff and clients are fully supported during the critical early months of service delivery, promoting consistent quality of care and positive family engagement. Key Responsibilities 1. Staff Training & Development Design and implement new hire orientation and training programs for clinical and administrative staff. Maintain and update training materials, competency checklists, and staff development resources. Track completion of training, certifications, and annual professional development requirements. Partner with supervisors to ensure staff skill-building and competency development are supported through structured feedback and follow-up. Coordinate and assist in providing in-service trainings, clinical workshops, and team-building activities to support continuous learning and staff retention. 2. RBT Coordination (Aligned with BACB Standards) Oversee all aspects of the RBT credentialing, training, supervision, and renewal process to ensure compliance with BACB requirements. Maintain up-to-date tracking of RBT training hours, supervision records, and certification renewals. Assign supervision pairings and ensure appropriate RBT-to-supervisor ratios. Communicate BACB updates, ethical code revisions, and ongoing supervision standards to staff. Conduct internal audits to ensure accurate documentation, data collection, and supervision compliance. Develop and facilitate RBT refresher trainings, continuing education, and professional growth initiatives. 3. Compliance & Quality Assurance Support the clinic’s compliance with HIPAA, BACB, payer, and state regulatory standards. Conduct periodic audits of clinical documentation, supervision records, and training logs. Collaborate with leadership to identify and address compliance gaps through staff retraining or policy updates. Participate in quality assurance initiatives, including internal reviews, corrective action planning, and incident documentation. 4. Client Intake & Onboarding Coordination Serve as the primary liaison for new client intake and onboarding from referral through the start of services. Meet with families to review the intake process, develop individualized therapy schedules, and ensure alignment with family availability and clinical recommendations. Clearly communicate therapy expectations, clinic policies, and the structure of ABA services to caregivers. Collaborate with the clinical team to prepare for the client’s start of services — ensuring materials, data systems, schedules, and assigned staff are fully in place. Provide enhanced support during the first several months of service, including: Conducting parent check-ins to ensure satisfaction and understanding of therapy goals. Facilitating staff check-ins to monitor consistency, communication, and team support. Troubleshooting scheduling, communication, or implementation issues to promote service stability. Maintain documentation of family communications and ensure follow-up with clinical supervisors as needed. Coordinate with billing, scheduling, and administrative staff to ensure a seamless transition from intake to ongoing care. Preferred Qualifications Bachelor’s degree in Psychology, Education, Healthcare Administration, or related field (required). Registered Behavior Technician (RBT) certification or experience managing RBT credentialing and training programs (preferred). Minimum of 2 years of experience in ABA, behavioral health, or pediatric healthcare setting. Knowledge of BACB compliance standards, HIPAA, and payer authorization requirements. Excellent organizational, communication, and documentation skills. Strong interpersonal skills with the ability to build rapport with families, staff, and clinical teams. Proficienc