ABA Scheduling Coordinator

Allcareers; San Diego (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Cortica is seeking a full-time Site Care Coordinator to optimize scheduling across clinical and support teams. You will serve as a primary contact for families, coordinate with site leadership, and ensure timely, efficient care delivery while managing cancellations and waitlists.

As a critical link between families and providers, you will leverage Salesforce and scheduling tools to maintain smooth operations, monitor KPIs, and support SOPs for consistency across the site.

Qualifications

• 4+ years scheduling experience in ABA services or related field.
• 2+ years in client services related role.
• Strong problem-solving skills.

Responsibilities

• Guide patients through care pathways efficiently and monitor progress.
• Serve as the point of contact for families and streamline communication.
• Keep families informed about wait times for services.
• Create scheduling plans that maximize provider utilization while meeting client needs.
• Collaborate with clinical teams to integrate strategies into care plans.
• Provide scheduling support for contract scheduling processes, especially for Schools-related contracts and VBC.
• Efficiently handle cancellations and provider call-outs by arranging alternate coverage or rescheduling.
• Forecast potential schedule gaps due to PTO and plan to fill them.
• Manage waitlists to promptly place clients into available slots.
• Collaborate with on-site leadership to resolve scheduling concerns.
• Record interactions in Salesforce and communicate via phone, email, and SMS.
• Keep providers informed of schedule changes and address inquiries.

Skills

Scheduling

Client services

Communication

Problem solving

Tools

Salesforce

Axon

Smart Scheduling

Job description

Cortica is looking for a full time Site Care Coordinator to join our growing multi-disciplinary team.

As Site Care Coordinator, you will play a crucial role in optimizing client and provider scheduling to enhance service delivery and operational efficiency. As a consistent point of contact for families, you'll collaborate closely with site leadership-including clinical, operational, and shared services (e.g., RCM, Scheduling, Enrollment, etc.)-to maintain a cohesive site culture, uphold the highest standards of care, and guide families through their journey at Cortica. By facilitating communication between families and various teams, the Site Care Coordinator ensures seamless coordination of care. This role is essential in managing cancellations, rescheduling, and implementing optimal scheduling practices that align with client needs and provider capacity. This position requires an on-site presence to effectively manage and oversee scheduling processes and address concerns promptly.

Cortica is a rapidly growing healthcare company pioneering the most effective treatment methods for children with neurodevelopmental differences. Our mission is to design and deliver life-changing care - one child, one family, one community at a time. Ultimately, we envision a world that cultivates the full potential of every child. At Cortica, every team member is instrumental in helping us achieve our mission!

Our culture and values guide how we work and treat one another. Cortica celebrates diversity and fosters an inclusive environment, seeking ideas and opinions from everyone on the team. We safeguard equal rights and respect for all individuals, regardless of race, color, religion, sex, national origin, age, disability, creed, genetic information, sexual orientation, gender identity or expression, ancestry, veteran status or other applicable, legally protected characteristics. All Cortica employment decisions are made based on an individual's qualifications and ability to successfully perform the job responsibilities.

What will you do?

• Guide patients through care pathways efficiently, monitoring their progress and proactively identifying and addressing care delays and barriers.
• Serve as the point of contact for families, streamlining communication and guiding them through their Cortica journey.
• Keep families informed about wait times for services.
• Create scheduling plans that adhere to best practices, ensuring providers are utilized to their full capacity while aligning with the clients' needs.
• Collaborate with clinical teams to integrate strategies into broader care plans, promoting a holistic approach to care.
• Provide scheduling support for contract scheduling processes, particularly for Schools-related contracts, and assist with scheduling activities for Value-Based Care (VBC) clients.
• Must efficiently handle client cancellations and provider call-outs by promptly arranging alternate coverage or rescheduling to ensure consistent service delivery.
• Manage requests for Paid Time Off (PTO) from providers, ensuring that these do not disrupt the overall service delivery. This includes forecasting potential schedule gaps and proactively planning to fill these gaps.
• Manage the waitlist to promptly place clients into available slots as they arise in provider schedules, optimizing both client satisfaction and resource utilization.
• Collaborate closely with on-site leadership team to address and resolve client scheduling concerns efficiently and professionally.
• Collaborate closely with clinical leadership to ensure timely case assignment and management.
• Address client inquiries and requests promptly, maintaining high standards of service.
• Record all interactions comprehensively in Salesforce and communicate through various channels such as phone, email, and SMS to ensure clarity and responsiveness.
• Keep providers well-informed of any changes to their schedules and swiftly address their inquiries or concerns, facilitating a supportive work environment.
• Escalate scheduling challenges in a timely manner.
• Utilize scheduling tools such as Axon, Smart Scheduling, and Salesforce to enhance scheduling efficiency and streamline operations.
• Monitor key performance indicators (KPIs) to assess scheduling success and make data-driven decisions to optimize scheduling practices.
• Follow established scheduling protocols and best practices to ensure efficient and effective scheduling that meets the needs of both clients and providers.
• Assist in the development and maintenance of new Standard Operating Procedures (SOPs) to ensure scheduling consistency and accuracy as processes, guidelines, and software evolve.

We'd love to hear from you if:

• You bring 4+ years scheduling experience in ABA services or related field.
• You bring 2+ years in client services related role.
• You have strong problem-solvin