Assessment and Counseling Coordinator

Possibilities•Cedar City, UT

2d•$60 - $65•Onsite

About The Position

At Possibilities, we’re redefining what ABA therapy can look and feel like for our learners, their families, and our team. We are growing at a healthy, exciting pace and are looking for employees who are passionate about helping others, inspired by meaningful progress, and energized by building something special. Founded on the belief that every child and young adult can succeed with the right tools, Possibilities exists to help learners and their loved ones imagine new opportunities through compassionate, individualized care. We do ABA differently, guided by values of hope, community, empowerment, and growth that shape everything we do. Position Summary: The Assessment and Referral (A&R) Navigator is a friendly, organized, detail-oriented professional who serves as the primary administrator and operational lead for the Assessment & Referral department. This role is essential to ensuring that incoming learners receive the highest caliber diagnostic service and a smooth and seamless transition into the long-term care they need. The A&R Navigator primarily supports families from the initial request for a diagnostic evaluation through post-evaluation coordination by managing incoming calls and intakes, overseeing screener workflows, coordinating assessment scheduling and capacity, supporting report pipeline management, and ensuring documentation quality and compliance. This position plays a vital role in maintaining communication flow between families, diagnosticians, care coordination, and operational departments to ensure timely, accurate, and scalable service delivery.

Requirements

College degree is preferred, High School Diploma is required
Strong organizational skills and attention to detail
Empathetic and client-centered; provides clear, supportive communication to families
Handles sensitive information with confidentiality and sound judgment
Comfortable learning and adapting to new and evolving software platforms
Ability to multitask and manage competing priorities in a fast-paced environment
Comfortable working with a dynamic team and having clear, direct communication

Nice To Haves

Prior experience in a behavioral health, mental health, or healthcare administrative support role
Knowledge of HIPAA regulations and best practices for handling protected health information
Experience working across interdisciplinary teams (e.g., clinicians, intake, billing, QA)

Responsibilities

Answer incoming phone calls with professionalism and empathy
Complete new client intake processes accurately and efficiently
Follow up on missing signatures, insurance cards, and other required documents
Track and follow up on referrals and online contact submissions
Maintain accurate and organized documentation using Google Workspace tools and company systems (Lumary, TherapyNotes, HiRasmus, RingCentral)
Ensure all documentation and client communication complies with HIPAA and internal confidentiality standards
Collaborate with other departments to support a smooth intake and onboarding process
Oversee incoming referrals and intakes to ensure clinical and funding readiness prior to authorization and scheduling, including reviewing diagnoses, funder requirements, documentation completeness, and referral appropriateness
Establish and maintain learner records, drive infrastructure, and standardized workflows to ensure seamless handoffs across teams
Oversee the distribution, tracking, and completion of clinical screeners (BASC-3, SCQ, SRS-2, Vineland, M-CHAT-R as applicable), including standardized follow-up and troubleshooting delays
Ensure screeners are scored, interpreted, and routed appropriately to support diagnostic decision-making
Coordinate diagnostic assessments by managing family communication, aligning diagnostician schedules, and optimizing clinic space utilization
Manage assessment capacity and timelines to reduce wait times and maintain efficient assessment flow across regions
Manage the report preparation pipeline by organizing clinical data, scoring screeners, maintaining report templates, and coordinating timely handoff to psychologists
Support efficiency and consistency by maintaining batching and prioritization processes for report completion
Conduct detailed quality assurance reviews of psychological reports to ensure accuracy, clarity, consistency, and compliance (grammar, pronouns, structure, diagnostic alignment)
Finalize reports into PDF format, upload to learner drives and systems, and ensure documentation meets payer, clinical, and organizational standards
Finalize and verify authorized appointments daily to support accurate intern payroll processing
Lead post-evaluation workflows including Lumary profile updates, authorization pathways (ABA initiation vs. discharge), care coordinator introductions, and family communication
Create, review, and complete billing events for applicable CPT codes, remove authorization holds, and ensure clean handoffs to ongoing services with minimal delays
Oversee private pay and Vocational Rehabilitation evaluation workflows through TherapyNotes, including report processing, simplified billing, and coordination with external funding entities
Provide ongoing operational leadership and support across intake, care coordination, psychologists, and administrative teams
Develop workflows, train staff, clarify roles, troubleshoot systemic issues, and serve as the primary escalation point for complex cases
Act as the connective link between clinical services, operations, and leadership to ensure smooth, scalable service delivery
Answer calls for Possibilities Counseling or accept warm handoff transfers from other departments
Scheduling of initial appointment and coordinating the set up of ongoing appointments
Assisting with room reservations and other administrative details for the delivery of counseling services
Provide support with documentation of services (session notes) or administrative functions for billing and claim submission.