Caseload Planner

Intercare • Los Angeles, CA

7d

About The Position

Intercare Therapy, Inc. provides evidence-based behavior services for individuals with autism and related disorders and their families. The Caseload Planner helps optimize staff and client schedules so the organization can serve as many clients as possible while supporting a positive experience for clinicians. This role matches therapists with families based on factors such as location, availability, language, and authorized service hours. It helps optimize employee schedules and productivity while minimizing commute time, and supports family satisfaction and therapeutic progress by helping clients access their authorized therapy hours promptly with a well-matched clinical team. The Caseload Planner reports to the Manager, Launch Planning.

Requirements

• At least 3 years of administrative experience 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 is highly preferred.

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 provide families and staff with accurate, current timelines 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 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, such as authorization-schedule discrepancies and changes in assigned staff.
• Recur appointments in the practice management system when updated authorizations are received.
• Provide backup coverage and collaborative support to other Operations team members as needed.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed