ABA Scheduling Coordinator
Summary
Coordinates ABA therapy schedules for clients, BCBAs, and RBTs in a pediatric healthcare setting, ensuring timely access to care and accurate EMR documentation.
Do you enjoy solving scheduling challenges, creating organization in a fast-paced environment, and making a meaningful impact on children and families?
MedCare Pediatric is seeking an ABA Scheduling Coordinator to support our growing pediatric autism therapy team. This role is responsible for coordinating schedules for clients, Board Certified Behavior Analysts (BCBAs), and Registered Behavior Technicians (RBTs) while ensuring consistent access to quality ABA therapy services.
The ideal candidate is highly organized, detail-oriented, proactive, and skilled at balancing competing priorities while providing excellent communication and support to families and clinical teams.
Key Responsibilities:
- Develop and maintain daily ABA therapy schedules for clients, BCBAs, and RBTs.
- Coordinate therapist schedules to maximize productivity, utilization, and continuity of care.
- Manage schedule changes, cancellations, staffing adjustments, and coverage needs.
- Communicate scheduling updates clearly and promptly with families and clinical team members.
- Coordinate new client scheduling to support timely therapy start dates.
- Ensure scheduled therapy hours align with approved authorizations and treatment plans.
- Maintain accurate scheduling information within the electronic medical record (EMR) system.
- Support BCBAs, RBTs, Intake, Billing, and Practice Management teams with scheduling needs.
- Monitor scheduling trends, identify gaps, and recommend process improvements.
- Generate scheduling and productivity reports to support operational goals.
Qualifications:
Required
- 2+ years of scheduling, healthcare coordination, medical office, or administrative experience.
- Strong organizational skills with the ability to manage multiple priorities.
- Excellent communication and customer service skills.
- Ability to work in a fast-paced environment with frequent schedule changes.
- Strong computer skills, including experience with EMR systems, Microsoft Office, and Google Workspace.
Preferred
- Experience in ABA therapy, autism services, behavioral health, or pediatric healthcare.
- Experience coordinating schedules for clinicians, technicians, or healthcare teams.
- Knowledge of insurance authorizations and approved therapy hours.
- Bilingual in English and Spanish.
What We Offer:
- Medical, Dental, Vision, Life, Short-Term & Long-Term Disability Insurance
- Paid Time Off and Paid Holidays
- 401(k) Plan
- Career growth opportunities
- Supportive and collaborative team environment
- Opportunity to make a meaningful difference in pediatric care
What Success Looks Like:
- Accurate and efficient client and staff scheduling
- Minimal gaps in therapy coverage
- Timely communication with families and clinical teams
- Strong therapist utilization and schedule consistency
- Reliable documentation and scheduling system accuracy
- Positive family and team experience