BURNETT THERAPEUTIC SERVICES INC

Compensation

Full Description

Location: Remote Compensation: $20.00 - $23.00 per hour DOE Job Type: Full-time Schedule: Monday to Friday, 9 AM to 5:30 PM Pacific Time POSITION OVERVIEW As our ABA Intake & Authorizations Admin Assistant, you will play a key role in managing the client intake process, coordinating authorizations, onboarding new clients, and communicating with families and funders. This position offers a unique opportunity to contribute to a dynamic organization and make a meaningful impact on the lives of individuals with autism and mental health challenges. KEY RESPONSIBILITIES Efficient Intake Facilitate the client onboarding process from referral to assessment, ensuring seamless transitions, accurate documentation, and timely communication with families. Customer Service Serve as the first point of contact for new clients and families, providing excellent customer service and clear communication about services, next steps, and required documentation. Authorization and Funders Coordination * Manage authorizations for BHPN/Catalight, PHC, NBRC, EL, APOG, and other funders, including internal gap authorizations and addendums. * Submit, track, and manage Treatment Authorization Requests, TAR corrections, and extensions for PHC clients. * Handle discharges and transfers, including faxing discharge confirmations to PHC. * Forward ABA and MH referrals to the appropriate departments. * Forward ProView, Ave, and CAQH re-credentialing and attestation notices to relevant staff. * Respond to and process funder records requests and faxes. * Manage the Archive Contract Client List, ensuring contracts are archived on the 8th of the month after expiration for billing and scheduling purposes. * Update the PR and CD report tracker with every new assessment and authorization for accurate report due dates. * Update client progress reports, assessment plans, and treatment plans on NPA and Google Drive. * Generate and track Flex reports for guardian signatures. * Enter new clients into NPA once intake packets and assessment plans are approved. * Reallocate BI, SV, and PD hours for PHC clients within authorized minutes. * Save Q-Global and Vineland reports upon completion and distribute them to relevant staff. * Reach out to funders as needed for clarifications, status updates, and authorization inquiries. * Manage the Admin Inbox for funder authorizations, records requests, ABA and MH referrals, and Notices of Action (NOAs). Referral & Communication Management * Communicate with funders and referral sources, including follow-ups and updates for pending or declined referrals. * Reach out to Catalight regarding referral updates such as no contact or declining services. * Support Spanish-speaking clients and families with communication and referral coordination. Documentation & Compliance * Create documents and forms using pdfFiller for intake and authorization purposes. * Ensure all records are maintained in compliance with regulatory, billing, and funder standards. Record & Contract Management * Track and manage contracts to ensure timely renewal and compliance. * Maintain accurate and updated client records in accordance with HIPAA and other privacy regulations. Collaboration & Workflow Support * Work closely with internal departments (Assessment, Clinical, Scheduling, Billing) to ensure smooth coordination of client onboarding and ongoing services. * Assist with general administrative tasks including filing, scanning, and data entry. * Manage multiple tracking sheets to monitor follow-up timelines. * Utilize Google Workspace, NPA, and other platforms to streamline workflows and communication. QUALIFICATIONS * Minimum 2 years of experience in an Intake, Authorizations, or Administrative position within an ABA, behavioral health, or mental health agency. * Demonstrated experience handling funder authorizations, Treatment Authorization Requests submissions, and client intake processes. * Strong understanding of ABA and mental health service workflows, including referrals, assessments, and treatment plan coordination. * Proficiency in Excel/Google Sheets, including filtering, pivot tables, tracking, and reporting. * Experience managing multiple trackers, client databases, and digital platforms such as NPA and Google Workspace. * Excellent organizational and time management skills, with the ability to manage multiple tasks and priorities. * Strong verbal and written communication skills, including professional communication with families, funders, and clinical teams. * Spanish bilingual skills is a must * Ability to work collaboratively within a team and independently with minimal supervision. * High attention to detail, accuracy, and confidentiality. * A proactive, problem-solving mindset and passion for improving processes and supporting organizational growth. * Passion for helping individuals with autism and other developmental disabilities. REQUIREMENTS * High school diploma required; Bachelor’s degree preferred. * Access to a reliable internet connection and a personal computer. * Ability to work Monday–Friday, 9:00 AM to 5:30 PM PT. * Must be able to pass a Live Scan FBI & DOJ background check. * Must be legally eligible to work in the United States. Why Choose BTS? At BTS, you’ll find a long-term career with mentorship, training, and growth opportunities. We collaborate with compassion and respect individuality, fostering an environment where everyone can thrive and grow. Pay & Benefits * Competitive pay: $20–$23/hour, based on experience.  * 5 paid holidays after one year of employment * Sick time * Shadowing opportunities and hands-on mentorship to build confidence * Medical, dental, and vision insurance (for employees working 30+ hrs/week) * 401(k) retirement plan, for those who have accrued 1000 hours of service within 12 months. * Aflac supplemental insurance options  (for employees working 30+ hrs/week) * LifeCare Employee Assistance Program: includes free confidential counseling, referrals, and wellness resources * LifeMart Employee Discount Program: exclusive savings on everyday purchases and services ABOUT US BTS is a leader in Behavioral and Mental Health care and a pillar in the communities we serve. We are a privately owned agency based in Napa, CA. Founded in 2015 by a BCBA and a Marriage and Family Therapist, we serve children and families across multiple counties through behavior therapy, family support, and skill-building programs. Our mission is to help every person we serve, from the families in our care to the professionals on our team, feel supported, empowered, and inspired to grow. We meet people where they are and walk with them every step of the way. We’re building a future where doing the right thing for people is the business model. BTS is known for exceptional care, an extraordinary culture, and a team that’s proud to grow here. Our values guide everything we do: we commit to excellence, lead with purpose, and collaborate with compassion. We foster a diverse and inclusive workplace where every team member feels seen, valued, and encouraged to thrive.