Caseload Planner (Remote)

Intercare Therapy•Los Angeles, CA

8d•Remote

About The Position

Intercare Therapy, Inc. provides evidence-based behavior services to individuals with autism and related disorders and their families. The Caseload Planner optimizes staff and client schedules so the organization can serve as many clients as possible while supporting a positive clinician experience. The role matches therapists with families based on factors such as client location, availability, language, and authorized hours. The Caseload Planner contributes to employee satisfaction and quality of life by optimizing work schedules and productivity while minimizing commutes. The role also supports family satisfaction and therapeutic progress by helping clients access as much of their authorized therapy as possible and by establishing well-matched clinical teams. The position reports to the Manager, Launch Planning.

Requirements

At least 3 years of administrative and customer service experience.
Excellent written and verbal communication skills.
Ability to stay organized across multiple projects and tasks, prioritize work, and multitask.
Strong analytical skills and ability to develop creative solutions.
Comfort handling difficult conversations and turning conflict into collaboration.
Ability to collaborate as part of a team to deliver an excellent client experience.
Ability to learn and adapt to new technology platforms.
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Passion for helping families access autism therapy services.

Nice To Haves

Experience with Central Reach and/or Salesforce.

Responsibilities

Serve staff and client families with professionalism, compassion, and timely follow-through.
Review new treatment referrals to determine capacity and communicate outcomes to the Intake and Admissions team.
Build logical, sustainable weekly caseloads by matching therapists with client families.
Track clients awaiting therapy launches and communicate accurate, current timelines to families and staff by phone and email.
Maintain staff and client availability in the practice management system and regional Caseload Grids for assigned territories, including schedule details and applicable system labels.
Schedule initial service launches and set expectations with families for ongoing communication and support.
Ensure staff schedules meet labor law requirements, including mandated breaks and lunches.
Analyze new-client and transition data to support optimal staff utilization in partnership with Regional Clinical Directors.
Provide clear, timely, actionable updates to internal operations and clinical leadership about staffing, family needs, and organizational priorities.
Support caseload-related troubleshooting, including authorization-schedule discrepancies and changes in assigned staff.
Reoccur appointments in the practice management system upon receipt of updated authorizations.
Provide backup coverage and collaborative support to other Operations team members as needed.