Hybrid Diagnostic Operations Specialist

at Carolina Center for ABA & Autism Treatment

• Job title: Diagnostic Operations Specialist
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: High School Diploma
• Location requirements: Hybrid, United States

About the role

• Coordinates diagnostic evaluations connecting families and professionals in autism services. Ensures scheduling and documentation flow for efficient diagnostic processes.

Responsibilities

• Coordinate all diagnostic evaluation scheduling, including intake appointments, evaluations, follow-up consultations, and re-assessments.
• Serve as the primary point of contact for families regarding scheduling, required documentation, evaluation logistics, and general questions.
• Communicate professionally and compassionately with caregivers, referral partners, and internal teams.
• Collect and track deposit payments and any required pre-service financial documentation.
• Supports deposit collection, financial readiness verification, and pre-service payment workflows with accuracy and professionalism.
• Provide status updates to families and ensure all pre- and post-evaluation steps are communicated clearly and completed on time.
• Collect, review, and organize intake packets, developmental histories, school records, medical documentation, and consent forms.
• Prepare assessment materials (including scoring sheets, rating scales, digital forms, and testing packets) for use by clinicians.
• Upload and maintain all records in the EMR with accuracy and timeliness.
• Maintain secure storage, inventory, and chain-of-custody tracking of assessment materials and tools.
• Track evaluation progress from referral through report delivery, identifying barriers and ensuring timely movement through each stage.
• Monitor and report on referral-to-evaluation and evaluation-to-report turnaround times, escalating delays as needed.
• Track and report on family satisfaction related to the evaluation process, identifying themes or barriers that impact caregiver experience.
• Support clinicians with scheduling, documentation, and follow-up tasks.
• Coordinate warm handoffs to Kind Behavioral Health’s ABA intake team for families moving forward with therapy services.
• Partner with the Director of Workforce Planning & Client Experience to compile, analyze, and present operational performance data.
• Identify workflow bottlenecks and collaborate across teams to refine scheduling practices, documentation processes, turnaround time expectations, and throughput.
• Assist in the development, refinement, and maintenance of report templates, standardized documentation tools, and efficiencies within EMR/CRM systems.
• Track family satisfaction indicators and participate in initiatives aimed at improving the diagnostic experience.
• Ensure HIPAA compliance and maintain strict confidentiality in all handling of client and evaluation information.
• Communicate promptly and professionally with clinicians, caregivers, and clinic teams.
• Proactively resolve administrative or scheduling issues while maintaining a family-centered, service-oriented approach.

Requirements

• High school diploma or equivalent AND 3+ years experience in diagnostic intake, client coordination, healthcare administration, behavioral health, or related client-facing operations
• OR Bachelor’s degree in Business Administration, Healthcare Administration, Human Services, Psychology, Operations Management, or a related field AND 2+ years experience in diagnostic intake, client coordination, or administrative operations within healthcare or behavioral health.
• Experience providing direct customer service or caregiver-facing support in healthcare, behavioral health, education, or other service environments - required.
• Experience using practice management, EMR, CRM, or intake-management systems (e.g., CentralReach, JotForm, HubSpot, or similar) - required.
• Proficiency in Microsoft Office, including Excel for basic reporting and case tracking - required.
• Ability to interpret simple operational data such as turnaround times, case progression, or documentation completeness - required.
• Demonstrated reliability managing multi-step administrative workflows, such as scheduling, documentation flow, or evaluation stage tracking - required.
• Ability to maintain confidentiality and follow HIPAA requirements - required.
• Experience working in autism diagnostic, neuropsychology, developmental pediatrics, or ABA service environments - preferred.
• Experience serving as a Diagnostic Specialist, Assessment Coordinator, Intake Specialist, or similar role - preferred.
• Experience coordinating multi-step evaluation workflows (e.g., referral → intake → assessment → report) - preferred.
• Experience supporting workflow or process improvement initiatives - preferred.
• Experience handling client payments, deposits, or pre-service financial coordination - preferred.

Benefits

• Competitive compensation
• Paid time off, paid holidays, paid sick time and paid birthday!
• Medical, dental, vision insurance
• Short-term disability and life/ADD insurance
• 401K with company match, or company contribution to student loan payments
• High level of collaboration with a strong emphasis towards growth and development