ABA Scheduler

KIDS ABA Services; United States; Presencial; USD 25.000 - 39.000; Jornada completa

Descripción de la vacante

KIDS ABA Services is seeking a dependable ABA Therapy Scheduler to coordinate staff and client schedules, ensuring high-quality services for children and families. The role involves proactive communication, managing competing priorities, and adapting to a fast-paced clinical environment while providing front desk coverage as needed.

The ideal candidate will maintain scheduling accuracy across Motivity and spreadsheets, review authorization limits, and support operational efficiency in a clinical

Formación

• Strong organizational and time-management skills.
• Ability to manage multiple schedules and changes.
• Proficiency with Google Workspace and spreadsheets.
• Excellent professional communication with families, schools, and staff.

Responsabilidades

• Develop, maintain, and finalize weekly schedules for BTs and RBTs.
• Distribute schedules and communicate changes to parents, schools, and service partners.
• Review scheduling requests and conflicts; maintain records in Motivity and spreadsheets.
• Provide front desk coverage and greet families; support daily operations.
• Monitor PTO and attendance and adjust staffing accordingly.

Conocimientos

Organizational skills

Time management

Attention to detail

Professional communication

Multitasking

Herramientas

Motivity

Paycom

Google Workspace

Spreadsheets

Descripción del empleo

We are seeking a dependable, organized, and detail-oriented ABA Therapy Scheduler to coordinate staff and client schedules that provide consistent, high-quality services to children and families. This position plays an important role in ensuring technicians and clients are scheduled appropriately, families and schools receive timely communication, and client services remain within approved authorization limits. The ideal candidate is proactive, communicates effectively, manages competing priorities well, and can adapt to scheduling changes in a fast-paced clinical environment. This position will also provide front desk coverage as needed, requiring cross-training in front desk responsibilities to ensure smooth daily clinical operations.What you will do:Staff Scheduling and CoordinationDevelop, maintain, and finalize weekly schedules for Behavior Technicians (BTs) and Registered Behavior Technicians (RBTs).Distribute weekly schedules to staff and communicate finalized schedules to parents, schools, and other service partners.Review and process staff and client scheduling requests, availability changes, and conflicts.Maintain scheduling records in Motivity and internal scheduling spreadsheets and reports.Daily Schedule ManagementReview incoming communication from parents and staff each morning and promptly make necessary changes to the schedule and communicate changes to staff, families, and schools.Coordinate schedule changes to minimize disruptions to client services and staff hours.Review the following day's appointments in Motivity to identify and resolve overlapping appointments or scheduling conflicts.Ensure schedules are accurate, current, and updated across all required systems.Authorization and ComplianceReview client schedules to ensure services do not exceed approved authorization hours.Identify potential authorization concerns and make necessary scheduling adjustments before schedules are finalized.Maintain accurate scheduling records that support operational and authorization compliance.PTO and Attendance CoordinationMonitor Paycom for current PTO requests. Review approved time-off requests and update schedules to accommodate staff absences.Monitor upcoming PTO requests and scheduling conflicts to support appropriate staffing coverage.Ensure scheduling adjustments reflect all approved time off and are communicated to the appropriate individuals.Weekly Planning and ReportingDistribute the upcoming week's schedule to staff.Communicate finalized schedules to parents and applicable schools or service partners.Build and revise the following week's schedule throughout the week.Finalize and enter the completed schedule into Motivity.Submit weekly staff-hour totals to Operations Managers.Front Desk Cross-Training and CoverageComplete cross-training on front desk responsibilities to provide coverage during front desk staff absences, and breaks.Greet and direct families and visitors upon arrival. Maintain an organized, welcoming and professional clinic environment.Assist with check-in procedures, answer and direct incoming phone calls, respond to general inquiries professionally and other routine front desk tasks.Follow company procedures for confidentiality, client privacy, and the handling of sensitive information.Required Qualifications:Strong organizational and time-management skills.High attention to detail and ability to maintain accurate records.Ability to manage multiple schedules, competing priorities, and last-minute changes.Strong problem-solving skills and the ability to anticipate and resolve scheduling conflicts.Proficiency with Google Workspace, spreadsheets, or similar scheduling tools.Ability to communicate professionally with employees, families, schools, and leadership.Ability to maintain confidentiality when handling client and staff information.Reliable follow-through and the ability to work independently while collaborating with a team.Flexibility to assist with front desk coverage and other administrative duties as needed.Preferred Qualifications:Previous experience in scheduling, staffing coordination.Experience working in ABA therapy, behavioral health, healthcare, or another service-based environment.Familiarity with scheduling or practice management systems, particularly Motivity and Paycom.Previous front desk or customer service experience.