ABA Scheduler & Intake Specialist

Outsourcing To South Africa; Johannesburg; Remote; ZAR 183,000 - 219,000; Full time

Job summary

Outsourcing To South Africa PTY is seeking a proactive ABA Scheduler & Intake Specialist to join our remote team supporting a US-based ABA therapy provider. The dual-role handles client intake and onboarding along with coordinating daily staff and client schedules, ensuring a seamless experience for families and clinical teams.

You will manage end-to-end intake, liaise with families and insurers, schedule BCBAs and RBTs, generate reports, and maintain accurate records across practice management

Qualifications

• Previous experience in ABA therapy administration, preferably in scheduling or intake coordination.
• Strong understanding of ABA therapy operations and roles of BCBAs and RBTs.
• Excellent written and verbal English communication skills.

Responsibilities

• Client Intake & Onboarding: manage end-to-end intake, gather information, coordinate next steps, maintain documentation and records.
• Staff & Client Scheduling: coordinate daily schedules for BCBAs, RBTs, and clients; handle changes and conflicts; optimise utilisation of hours.
• Administrative & Operational Support: maintain records across systems; generate scheduling reports; ensure compliance and confidentiality.

Skills

ABA therapy administration

Scheduling & intake coordination

English communication

Multitasking

Office & collaboration software

Tools

CentralReach

Practice management software

Job description

Budget: Up tp R18, 000K per month depending on experience

Are you highly organised, detail-oriented, and experienced in ABA therapy administration? We're looking for a proactive ABA Scheduler & Intake Specialist to join our growing team, supporting a US-based ABA therapy provider.

This is a dual-function role combining client intake and onboarding with the coordination and management of daily staff and client schedules. The ideal candidate is an excellent communicator, thrives in a fast-paced environment, and can manage multiple priorities while ensuring a seamless experience for both families and clinical teams.

Key Responsibilities

ABA Scheduler & Intake Specialist

Remote

South Africa

US Working Hours 9am - 6pm EST

Budget: Up tp R18, 000K per month depending on experience

Are you highly organised, detail-oriented, and experienced in ABA therapy administration? We're looking for a proactive ABA Scheduler & Intake Specialist to join our growing team, supporting a US-based ABA therapy provider.

This is a dual-function role combining client intake and onboarding with the coordination and management of daily staff and client schedules. The ideal candidate is an excellent communicator, thrives in a fast-paced environment, and can manage multiple priorities while ensuring a seamless experience for both families and clinical teams.

Key Responsibilities

Client Intake & Onboarding

• Manage the end-to-end intake process for new clients, from initial enquiry through to onboarding.
• Communicate with prospective families to gather client information, explain the intake process, and coordinate next steps.
• Collect, review, and maintain required intake documentation, authorisations, and client records.
• Coordinate assessments, initial consultations, and intake appointments between families and clinical staff.
• Follow up on outstanding documentation, insurance information, and onboarding requirements.
• Liaise with insurance providers and internal teams regarding authorisations, eligibility, and client onboarding progress.
• Ensure all client information is accurately captured and updated within the relevant systems.
• Maintain regular communication with families throughout the onboarding process.

Staff & Client Scheduling

• Manage and maintain daily schedules for BCBAs, RBTs, and other clinical staff.
• Coordinate client sessions based on staff availability, client requirements, location, and authorised service hours.
• Manage schedule changes, cancellations, rescheduling, and staff absences.
• Proactively identify scheduling gaps and work to minimise disruptions to client services.
• Ensure optimal utilisation of staff availability and authorised client hours.
• Communicate schedule updates and changes to families, therapists, and clinical management.
• Monitor ongoing schedules to ensure consistency and continuity of care.
• Assist with resolving scheduling conflicts and escalating operational issues when necessary.

Administrative & Operational Support

• Maintain accurate client and staff records across scheduling and practice management systems.
• Monitor outstanding tasks, follow-ups, and administrative requirements.
• Generate scheduling reports and provide updates on intake progress and scheduling performance.
• Work closely with clinical directors, BCBAs, RBTs, and operations teams to ensure smooth daily operations.
• Ensure compliance with company policies, confidentiality requirements, and applicable healthcare procedures.

Minimum Requirements

• Previous experience in ABA therapy administration, preferably in a scheduling, intake, or client coordination role.
• Strong understanding of ABA therapy operations and the roles of BCBAs and RBTs.
• Experience coordinating schedules for multiple therapists and clients.
• Experience managing client intake, onboarding, or healthcare administration processes.
• Excellent written and verbal English communication skills.
• Strong organisational skills and exceptional attention to detail.
• Ability to multitask, prioritise competing demands, and work independently.
• Strong problem‑solving skills and the ability to work in a fast‑paced environment.
• Proficiency in Microsoft Office and Google Workspace.

Advantageous Experience

• Previous experience using CentralReach or similar ABA practice management software.
• Experience with insurance verification, authorisations, and healthcare intake processes.
• Familiarity with US healthcare administration and ABA therapy billing workflows.
• Experience supporting US-based clinical teams remotely.