ABA Schedule Coordinator

CSLOT - Center for Speech, Language, Occupational Therapy and Applied Behavior Analysis; Fremont (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

CSLOT - Center for Speech, Language, Occupational Therapy and Applied Behavior Analysis seeks a Scheduling Coordinator to manage ABA schedules for clients and BTs/RBTs. You report to the Operations Manager and assist the Acting CEO and VP of Clinical Programs, ensuring smooth operations and productive scheduling.

Core duties include booking sessions, updating client profiles, handling LOAs, onboarding new staff, protecting PHI, and communicating schedule changes to families and staff in a timely

Qualifications

• Minimum educated? e.g., Associate's Degree or 2 years office experience.
• Excellent written and oral communication skills.
• Experience scheduling in medical settings with an electronic system.

Responsibilities

• Schedule direct sessions for the behavior department for maximum productivity, working closely with the ABA Coordinator and ABA Program Supervisors.
• Collect BT/RBT LOAs and update schedules as needed. Reschedule sessions.
• Answer telephone and email communication and interface with clients regarding non-clinical issues.
• Support the clinical staff with rescheduling cancellations at maximum productivity.
• Update client profiles as needed.
• Update documents and spreadsheets on client and staff information.
• Work with supervisors for new staff onboarding.
• Enter and protect PHI.
• Monitor schedule changes and identify opportunities to fill canceled or open sessions.
• Maintain accurate BT/RBT availability, client scheduling preferences, and assigned schedules in the scheduling system.
• Communicate schedule changes to families, BTs/RBTs, and clinical supervisors in a timely manner.

Skills

Written and verbal communication

Multitasking

Scheduling in medical setting

Electronic scheduling system

Customer service

Spanish speaking

Education

Associate's Degree or 2 years office experience

Tools

Microsoft Office

Google Drive

Job description

This individual is responsible for the smooth and effective functioning of the ABA schedules for clients and Behavior Technicians/RBTs. He/she reports directly to the Operations Manager, takes direction from, and assists the Acting CEO,and VP of Clinical Programs. Organizational and communication skills are essential for this position. This individual excels at working in a multidisciplinary team environment and supports the vision of the company.

Reporting Relationships

Reports Directly To OperationsManager

Reports Indirectly To Acting CEO & VP of Clinical Programs

Essential Functions

Schedule direct sessions for the behavior department for maximum productivity, working closely with the ABA Coordinator and ABA Program Supervisors.

Collect BT/RBT LOAs and update schedules as needed. Reschedule sessions.

Answer telephone and email communication and interface with clients regarding non-clinical issues.

Support the clinical staff with rescheduling cancellations at maximum productivity.

Update client profiles as needed.

Update documents and spreadsheets on client and staff information.

Work with supervisors for new staff onboarding.

Enter and protect Patient Health Information (PHI).

Perform other duties, as assigned.

Monitor schedule changes and promptly identify opportunities to fill canceled or open sessions with appropriate available staff.

Maintain accurate BT/RBT availability, client scheduling preferences, and assigned schedules in the scheduling system.

Communicate schedule changes to families, BTs/RBTs, and clinical supervisors in a timely manner.

Track unresolved coverage needs and escalat[e] scheduling barriers or recurring attendance concerns to the appropriate supervisor.

Coordinate staff onboarding schedules, including training, observations, and the transition to client sessions.

Knowledge, Skills, Abilities, and Experience

REQUIRED

• Minimum Education/Experience: Minimum of Associate's Degree OR2years experience in an office setting; excellent written and oral communication; experience with multitasking serving clients both faceto-face and in client phone calls, in-person and phone clients; experience scheduling in a medical setting with an electronic scheduling system.
• Computer proficiency in Microsoft Office applications and Google Drive.
• Spanish speaking a plus!

DESIRABLE

Characteristics of a CSLOT&ABA Employee: Strong work ethic, including accountability; Interest in business; Durability and flexibility; Interest in job and career development; Excellent people skills; Team player;Integrity; Independent thinking; Action-oriented.

Physical Job Description

While performing the duties of this job, the employee is frequently required to sit and use the keyboard. The employee is occasionally required to stand; walk; climb stairs; balance; stoop; kneel; crouch or crawl; talkor hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and theability to adjust focus.

Client Information Administrative Department

Some clients with whom we work may exhibit adverse behaviors directed toward themselves, other clients, parents, or staff. These behaviors may include butare not limited to hitting, biting, kicking, pulling hair, spitting, and throwing objects. It is possible in the course of your job that you may witness or experience these behaviors. CSLOT managerial staff will work tosupport you if you have a client who exhibits adverse behavioral challenges.