Client Scheduling Coordinator (ABA)

Job Description

We're seeking a detail-oriented and solutions-driven Client Scheduling Coordinator to join our high-performing operations team. In this role, you'll play a vital part in ensuring clients receive timely ABA therapy by coordinating schedules, optimizing clinical team utilization, and supporting seamless communication between families, clinicians, and staff. If you thrive in a fast-paced, mission-driven environment, have a knack for logistics and communication, and are passionate about making a difference in the lives of children and families, we'd love to meet you.

• Schedule 120% of office budgeted direct intervention hours each month.
• Maintain 100% error-free scheduling, ensuring all appointments are scheduled correctly and team members can convert their appointments without issues.
• Ensure 100% utilization of available team members based on their status and availability, optimizing team members to meet scheduling needs and maximize efficiency.
• Limit team member overtime to no more than 5% of total scheduled hours each month, ensuring no team member is consistently scheduled for long-term overtime, and balancing caseloads.
• Ensure 100% of scheduled sessions comply with SSG policies and funding source requirements, including staff certifications, qualifications, and service specifications.

• Attentional to detail: Does not let important details slip through the cracks. 
• Communication: Speaks and writes clearly and articulately without being overly verbose or talkative. Maintains this standard in all forms of written communication, including emails. 
• Efficiency: Able to produce significant output with minimal wasted effort. 
• Open to criticism and ideas: Often solicits feedback and reacts calmly to criticism. 
• Aggressiveness: Moves quickly and takes a forceful stand without being overly abrasive.
• Organization and planning: Plans, organizes, and schedules, and budgets in an efficient, productive manner.  

• Fast paced and data driven: We treat speed as a competitive advantage. We use data, but we don't get stuck in it. We make decisions and move on to the next obstacle.
• Persistence: We demonstrate tenacity and are willing to go the distance to finish the job.
• Follow-through on commitments: We live up to verbal and written agreements, always.
• Enthusiasm: We exhibit passion and excitement for our work. We maintain a “can-do” attitude.
• Flexibility/adaptability: We adapt quickly to changing priorities and conditions. We cope effectively with complexity and change.
• Teamwork & customer service: We like working together. We reach out to peers and cooperate with supervisors to establish collaborative working relationships. We do our work with a focus on customer service, recognizing that “customers” includes our clients and their families, our frontline team members and candidates, and our community

• Schedule ABA sessions for clients using the Scheduling Platform
• Update the Scheduling Platform daily with changes and new information
• Create and update schedules within the Scheduling Platform
• Communicate scheduling updates effectively with Regional Clinical Manager, caregivers, client families, and relevant parties
• Collaborate with Clinical Managers and direct staff to ensure coordination
• Prepare proposed schedules based on priority and submit for clinical team approval
• Verify staff certifications and qualifications for delivering ABA services
• Track time off and team member cancellations
• Ensure all scheduled sessions comply with SSG policies and funding source requirements
• Identify and resolve scheduling issues promptly
• Assist in producing and delivering ongoing scheduling and service fulfillment reports
• Complete additional reporting tasks as assigned by the operations team
• Respond to operational needs in a timely manner

• High school diploma, general education degree, or equivalent
• Fluency in scheduling platform 
• Fluency in Microsoft Teams
• Working knowledge of Microsoft Office applications (e.g., Word, Excel, Outlook)
• Effective time management skills and the ability to manage multiple tasks at one time
• Commitment to maintain client confidentiality and adhere to HIPPA laws
• Flexibility with hours, available to attend to after-hours callouts, scheduling emergencies and on-call weekend 
• Prior experience in a coordination or scheduling role is beneficial