ABA Scheduling Coordinator

Schedule: 9am-6pm Mountain Time, Monday-Friday with rotating Saturdays

Job Summary: Scheduling Coordinator at FronteraCare

FronteraCare is seeking a dynamic Scheduling Coordinator to oversee and enhance the appointment scheduling process for services across our clinics in New Mexico and Colorado. This pivotal role demands exceptional organizational, communication, and leadership skills to ensure accurate scheduling, optimize clinician availability, maximize utilization of authorized hours, and drive operational efficiency. As the primary liaison for clients, clinicians, and administrative staff, the Scheduling Coordinator will also play a key role by contributing to process development in our fast-paced startup environment. This role will provide evening coverage, float across regions, and be the quality check for information moving across systems.

Key Responsibilities:

Client Scheduling Management:

• Coordinate, schedule, and reschedule client appointments, maximizing clinician availability and ensuring alignment with client needs.
• Monitor client attendance and proactively address conflicts, cancellations, and no-shows to maintain seamless service delivery.
• Confirm appointments with clients and caregivers, and implement reminder systems to enhance attendance rates.
• Maintain accurate and up-to-date scheduling records, promptly communicating any changes to clients and clinicians.

Staff Coordination & Support:

• Collaborate closely with clinicians to manage scheduling across all stages of client care.
• Align staff schedules with availability and clinical capacity, addressing conflicts, time-off requests, and changes efficiently.
• Ensure that clients are matched with staff based on both client needs and staff qualifications.
• Assist in developing and maintaining group therapy schedules where applicable.
• Coordinate with onboarding and recruiting to establish shadowing schedules for incoming behavior technicians.
• Proactively identify technician staffing needs based on client schedules, clinician recommendations, and service capacity, and communicate hiring needs to the recruiting team in a timely manner.
• Provide float coverage across regions as needed to support team continuity.

Schedule Auditing:

• Audit existing schedules to ensure alignment between scheduling spreadsheets and the EHR system.
• Flag and resolve discrepancies between scheduling records and EHR data promptly.

Client & Caregiver Engagement:

• Serve as the main point of contact for clients and caregivers for any scheduling-related inquiries, changes, or issues.
• Address concerns with professionalism and empathy, ensuring a positive experience for clients and their families.

Communication & Collaboration:

• Communicate effectively with staff regarding their schedules, changes, and any special requests.
• Collaborate with Human Resources, Intake, Recruiting, and Clinical teams to ensure adequate staffing levels.
• Ensure all stakeholders are informed of any changes to schedules, providing timely and clear communication.
• Support processes to maintain comprehensive and accurate data on staff and client schedules.

Process Development & Improvement:

• Continuously evaluate and improve scheduling processes to enhance efficiency and effectiveness.
• Identify opportunities to reduce cancellations and maximize clinician utilization, contributing to workflow optimization and improved client satisfaction.
• Implement scheduling best practices and assist in the development of new policies and procedures.

Qualifications:

• 1+ year of ABA scheduling, Registered Behavior Technician experience in addition to healthcare scheduling, or dispatch experience required.
• Strong organizational skills, attention to detail, and ability to manage competing priorities.
• Excellent communication skills, both written and verbal.
• Ability to work collaboratively across different teams and disciplines.
• Experience in scheduling, customer service, or administrative roles, preferably in healthcare or human services.
• Familiarity with scheduling software and data management tools is a plus.

Schedule Requirements:

• Rotating Saturday coverage required across the team.
• Primary schedule of Monday through Friday, 9am-6pm.

Details:

• This is a remote position open only to candidates residing in the following states: AZ, CO, FL, GA, ID, NC, NM, OK, TX, or UT.
• Join FronteraCare and be a vital part of a dedicated team that is making a difference in the lives of children with autism across New Mexico and Colorado!
• The compensation range for this position is $24-27/hr