Scheduling Coordinator

Scheduling Coordinator

We are seeking a detail-oriented and organized Scheduling Coordinator to join our team at The Treetop, a leading provider of Applied Behavior Analysis (ABA) services. The Scheduling Coordinator will play a crucial role in efficiently coordinating and managing schedules for in-home, school, and community-based ABA therapy sessions. The ideal candidate possesses excellent communication skills, a keen sense of prioritization, and the ability to maintain a smooth operational flow across various service locations.

Responsibilities:

Schedule Coordination:
• Efficiently schedule ABA therapy sessions for clients based on therapist availability, client preferences, and location requirements.
• Collaborate closely with clinical supervisors, therapists, and clients to ensure schedules are accurately planned and communicated.
Client Communication:
• Act as the main point of contact for clients and families regarding scheduling inquiries, changes, and updates.
• Maintain clear and proactive communication to address any scheduling-related concerns or adjustments.
Therapist Assignments:
• Assign appropriate therapists to clients' sessions based on clinical requirements, therapist expertise, and client needs.
• Ensure therapists receive timely notifications of their schedules and locations.
Location Logistics:
• Coordinate with clients, schools, and community venues to secure necessary approvals and arrangements for ABA sessions.
• Manage any logistical challenges related to session locations, ensuring therapists have all the required information.
Data Management:
• Maintain accurate records of scheduled sessions, therapist assignments, and client information in the scheduling system.
• Generate reports and analyze data to identify trends, optimize scheduling processes, and improve overall efficiency.
Scheduling Optimization:
• Continuously assess scheduling practices and identify opportunities for streamlining operations, minimizing travel time, and maximizing therapist productivity.
Conflict Resolution:
• Address scheduling conflicts or challenges promptly and professionally, seeking viable solutions that minimize disruptions to client services.
Collaborative Support:
• Collaborate with the clinical team, billing department, and other relevant stakeholders to ensure alignment between scheduling and service delivery.
Training and Onboarding:
• Assist in training new therapists and team members on scheduling procedures, software tools, and best practices.
Quality Assurance:
• Uphold high standards of accuracy and attention to detail in all scheduling-related tasks.
• Contribute to maintaining a positive and effective client experience through efficient scheduling processes.

Qualifications:

• High school diploma or equivalent; associate or bachelor's degree preferred.
• Previous experience in scheduling, coordination, or administrative roles.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Excellent communication skills, both verbal and written, with a customer-centric approach.
• Proficiency in using scheduling software, databases, and Microsoft Office applications.
• ABA industry experience or familiarity is a plus, but not required.
• Ability to work in a fast-paced environment and adapt to changing priorities.
• Problem-solving skills and a proactive attitude in addressing challenges.
• Detail-oriented mindset and commitment to data accuracy.
• RBT Certification.

Join our dedicated team as a Scheduling Coordinator and contribute to the smooth operation of our ABA services across various settings. Your role will directly impact the quality of care our clients receive and help us fulfill our mission of promoting positive behavior change and enhancing the lives of individuals and families we serve.

Department: Administrative

FLSA Status: Non-Exempt

Reports To: CEO/ State Ops Director