Controller

About The Helm ABA

The Helm ABA provides Applied Behavior Analysis (ABA) therapy to children with autism and theirfamilies across multiple clinic locations in North Texas. Our Board-Certified Behavior Analysts (BCBAs)and Registered Behavior Technicians (RBTs) deliver individualized, evidence-based care, and we aregrowing, with new locations and an in-home service line on the way. Strong financial management iswhat lets us keep investing in our clinicians, open our doors to more families, and deliver care that lasts.

Position Summary

The Controller owns The Helm ABA’s accounting operations, financial reporting, internal controls,budgeting support, and financial compliance. This role ensures the accuracy and integrity of our financialrecords and gives the CEO and leadership team timely, reliable information on clinic performance,clinician productivity, payer reimbursement, and cash, so we can make sound decisions as we grow. ABAis a labor-intensive, insurance-reimbursed business: revenue depends on authorized hours actuallydelivered, documented, billed, and collected, and our largest cost is the clinical team delivering thatcare. The ideal Controller understands that connection, is detail-oriented, analytical, and proactive, andis excited to build scalable finance processes in a growing, multi-location healthcare organization.

Essential Duties and Responsibilities

1. Accounting & Financial Reporting

● Oversee daily accounting operations, including general ledger, accounts payable, accountsreceivable, reconciliations, and journal entries.● Manage monthly, quarterly, and annual close processes on a consistent, timely calendar.● Prepare and review financial statements, including the income statement, balance sheet, andcash flow statement, with clinic-level & for each location.● Ensure financial records are maintained in accordance with GAAP, including revenue recognitionunder ASC 606 for patient service revenue net of contractual adjustments and expected payerconcessions.● Maintain accurate accounting across all clinic locations, service lines (center-based and in-home), and corporate departments using a consistent chart of accounts and cost-centerstructure.

● Analyze financial results, identify variances, and communicate findings and recommendations tothe CEO and leadership team.

2. Budgeting, Forecasting & Financial Analysis

● Lead the development and monitoring of annual operating budgets and rolling forecasts byclinic, service line, and department.● Analyze revenue, labor costs, and operating margins by location, including revenue per billablehour, clinician cost per billable hour, and clinic contribution margin.● Build and maintain KPI reporting on core ABA metrics such as authorized vs. delivered hours(authorization utilization), session cancellations, BCBA and RBT billable productivity, caseload,and supervision ratios.● Model the financial impact of payer mix, reimbursement rate changes, staffing levels, and wageor incentive changes.● Partner with Operations and Clinical Leadership to identify cost-saving opportunities andimprove clinic profitability without compromising quality of care.

3. Revenue Cycle, Cash Flow & Payer Reimbursement

● Monitor cash flow, working capital, and liquidity, and maintain a 13-week cash forecast.● Oversee the financial side of the revenue cycle in partnership with our outsourced billingpartner, BillMax, from authorization and charge capture through claims, payment posting,denials, and collections.● Reconcile delivered and documented sessions in the practice management system to billedclaims and to cash received to identify unbilled services and revenue leakage.● Track A/R aging, days sales outstanding (DSO), clean claim rate, denial trends, and collectionrates by payer, including commercial insurers, Texas Medicaid and its managed careorganizations, and TRICARE.● Hold BillMax accountable to agreed service levels, and monitor payer reimbursement againstcontracted rates by CPT code (e.g., 97151–97158) and flag underpayments, rate discrepancies,and opportunities for contract renegotiation.● Estimate and maintain appropriate reserves for contractual allowances, bad debt, and potentialpayer recoupments.

4. Payroll & Clinical Workforce Costs

● Ensure payroll expenses, employer taxes, benefits deductions, and retirement contributions areaccurately recorded and allocated to the correct clinic and service line.● Partner with HR to reconcile payroll to the general ledger and resolve discrepancies.● Analyze clinical labor costs, including billable vs. non-billable time (training, supervision,cancellations, drive time), overtime, and turnover-related costs for RBTs and BCBAs

● Oversee mileage and travel reimbursement processes as the in-home service line grows.● Reconcile payroll liabilities and employee benefit-related accounts.

● Support the design and accurate calculation of productivity-based compensation, bonuses, and

incentive programs for clinical staff.

5. Internal Controls & Compliance

● Develop, implement, and maintain accounting policies, procedures, and internal controlsappropriate for a growing healthcare provider.● Partner with Clinical and Compliance leadership to make sure billing is supported bydocumentation, authorizations, and credentialed providers, and that we are prepared for payeraudits and record requests.● Ensure compliance with applicable federal and Texas requirements, including Medicaid programrules, tax obligations, and financial reporting standards.● Protect patient financial and health information in line with HIPAA requirements.● Coordinate with external accountants, auditors, tax preparers, lenders, and financialinstitutions; lead preparation for annual audits or reviews and tax filings.● Support lender and investor reporting, including covenant compliance calculations, asapplicable.● Identify financial risks, investigate discrepancies, implement corrective actions, and safeguardcompany assets.

6. Systems & Process Improvement

● Evaluate and improve accounting, payroll, and reporting systems, and their integration with ourABA practice management and billing platform.● Standardize financial processes and reporting across all clinic locations so new sites can beonboarded quickly and consistently.● Build internal dashboards and financial tracking tools for leadership and clinic directors.● Identify opportunities to automate manual processes and reduce errors.● Maintain documentation supporting accounting procedures, reconciliations, and financialapprovals.

7. Growth & Executive Partnership

● Provide financial insights and recommendations to the CEO and leadership team, including amonthly financial reporting package that highlights significant variances and risks.● Build financial models and pro formas for new clinic locations and the in-home service line,including startup costs, leasehold improvements, ramp-up to break-even, and staffing plans.● Track performance of new locations and service lines against their pro formas after launch.● Support analysis of capital expenditures, staffing and compensation decisions, payercontracting, and other strategic initiatives.● Serve as the primary internal finance partner to the CEO, providing financial analysis, risk

Qualifications

Education

● Bachelor’s degree in accounting, Finance, or a related field required.● CPA preferred.

Experience

● Five or more years of progressive accounting or finance experience.● Prior experience as a Controller, Assistant Controller, Accounting Manager, or similar financialleadership role preferred.● Experience overseeing accounting for a multi-location organization required; experiencesupporting new location openings a plus.● Healthcare provider experience is strongly preferred, ideally in ABA, behavioral health, pediatrictherapy (speech, OT, PT), home health, or another insurance-reimbursed outpatient setting.● Working knowledge of healthcare revenue cycle, including authorizations, claims, paymentposting, denials, contractual adjustments, and payer reimbursement (commercial andMedicaid).● Experience with financial reporting, reconciliations, budgeting, payroll accounting, and auditpreparation required.● Experience in a private equity or investor-backed company, including lender or board reporting,a plus.

Technical Skills

● Strong knowledge of GAAP and healthcare revenue recognition.● Advanced Microsoft Excel skills and proficiency with QuickBooks Online (QBO) required,including class/location tracking for multi-entity or multi-location reporting.● Experience with ABA or healthcare practice management and billing systems (e.g., CentralReach,Rethink, or similar) preferred.● Experience with multi-location financial reporting, cost-center accounting, and KPI dashboards.● Ability to analyze financial and operational data and present findings clearly to non-financialleaders, including clinicians.● Experience managing an outsourced billing or revenue cycle vendor preferred.● Experience improving accounting workflows, controls, and reporting processes.

Core Competencies

● Analytical thinking and problem-solving● High attention to detail and accuracy● Integrity and sound financial judgment● Strong organizational and time-management skills● Effective communication and collaboration with clinical and operational teams● Process improvement mindset and accountability● Ability to manage competing deadlines in a fast-growing organization● Discretion in handling confidential financial and patient information● Commitment to The Helm ABA’s mission of serving children with autism and their families

Don’t meet every single requirement? Apply anyway. We value potential, purpose, and personality just as much as experience.

Let’s navigate this journey together. 💙