Scheduling Coordinator

Gemstone ABA; Pikesville (MD); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Bonus opportunities

Competitive salary

Health insurance

Vision insurance

PTO & holidays

Career advancement

Job summary

Gemstone ABA, a growing ABA Agency in Baltimore, MD, is seeking an experienced scheduling coordinator. Come join our team of passionate providers and administrators, who thrive on improving the lives of young children with autism!

The Scheduling Coordinator will manage therapist, patient, and family appointments to ensure efficient service delivery, minimize cancellations, and align schedules with patient needs and provider availability.

Qualifications

• 1+ years in scheduling, preferably in medical/ABA.
• Proficiency with scheduling software, Microsoft Office, and Google Workspace.
• Strong verbal and written communication skills; outbound calls to families and therapists.
• Ability to manage multiple schedules and prioritize in a fast-paced setting.
• Collaborative approach to support clinical and administrative teams.

Responsibilities

• Create, confirm, and update therapy schedules for therapists, patients, and families.
• Identify and resolve scheduling conflicts, cancellations, and rescheduling.
• Serve as primary contact for families and therapists with timely schedule updates.
• Maintain accurate records in scheduling systems and spreadsheets.
• Collaborate to maximize therapist utilization and service coverage.
• Track and report cancellation rates and staffing needs to leadership.
• Coordinate scheduling updates with preschool teams when applicable.

Skills

Scheduling

Communication

Organizational skills

Microsoft Office

Google Workspace

Tools

Passage Health

Sharepoint

Job description

Gemstone ABA, a growing ABA Agency in Baltimore, MD, is seeking an experienced scheduling coordinator. Come join our team of passionate providers and administrators, who thrive on improving the lives of young children with autism!

A Scheduling Coordinator for an Applied Behavior Analysis (ABA) agency manages therapist, patient, and family appointments to ensure efficient service delivery, minimize cancellations, and align schedules with patient needs and provider availability.

This role is full time only, and it requires strong attention to detail, multitasking ability, and a collaborative approach to support the agency’s mission of delivering high-quality ABA services.

Benefits for the Scheduling Coordinator Role include:

• Bonus Opportunities
• Competitive Salary with Performance Bonuses
• Health, Vision, and Dental Insurance
• Generous PTO and Paid Holidays
• Career Advancement Opportunities

Key Responsibilities:

• Appointment Management: Create, confirm, and update therapy schedules for Behavior Analysts, Behavior Technicians, and patients
• Conflict Resolution: Identify and resolve scheduling conflicts, handle cancellations, and reschedule sessions as needed
• Patient & Staff Communication: Act as the primary contact for families and therapists, ensuring timely updates on schedule changes
• Data Entry & Records: Maintain accurate, up-to-date records in scheduling systems (e.g., Passage Health, Sharepoint) and spreadsheets
• Service Optimization: Collaborate with clinical and administrative staff to maximize therapist utilization and service coverage
• Reporting: Track and report cancellation rates, census data, and staffing needs to leadership
• Coordination: For preschool based patients, communicate and coordinate scheduling updates and changes with the child's school team

Required Skills & Qualifications

• Experience: 1+ years in scheduling, preferably in a medical, therapy or ABA setting
• Technical Skills: Proficiency with scheduling software, Microsoft Office, and Google Workspace
• Communication: Strong verbal and written communication skills; comfortable making outbound calls and engaging with patients and therapists
• Organizational Skills: Ability to manage multiple schedules, prioritize tasks, and work in a fast-paced environment
• Problem-Solving: Proactive in addressing scheduling challenges and ensuring service continuity

The Scheduling Coordinator is the operational link between ABA therapists, patients, and administrative teams. The role ensures therapy sessions are booked, confirmed, and adjusted promptly, while maintaining accurate records and smooth communication across teams. If you are passionate about helping children with disabilities, enjoy working with people, and have strong organizational skills and attention to detail.