ABA Scheduler

Position Summary

We are looking for a high-level, proactive Scheduler who does far more than just place sessions on a calendar. This role owns client scheduling from assignment through ongoing service delivery, ensuring RBTs are matched thoughtfully, services begin smoothly, and authorized hours stay highly utilized.

The ABA Scheduler plays a critical role in revenue stability, staff satisfaction, and family experience. Success in this role means thinking ahead, solving scheduling problems before they happen, and communicating clearly with families and clinical teams.

Key Responsibilities

• Assign RBTs to new clients and coordinate smooth service initiation with families and clinical staff

• Build and maintain weekly client schedules to maximize utilization of authorized hours

• Proactively fill schedule gaps using creative solutions (backup RBTs, flexible shifts, adjusted session blocks)

• Monitor cancellations and quickly reschedule sessions to prevent lost hours

• Communicate schedule updates clearly and promptly to families, BCBAs, and RBTs

• Track reassessments, treatment plan expirations, and reauthorization deadlines to prevent service interruptions

• Maintain accurate documentation of schedule changes and service updates in CentralReach

• Support smooth transitions during RBT changes, temporary coverage, service pauses, or discharges

Help families understand expectations around scheduling, attendance, and service consistency

Preferred Experience

• Experience in scheduling, coordination, or case management (ABA, healthcare, home health, or similar)

• Experience working directly with families or in a client-facing support role

• Familiarity with ABA therapy or behavioral health (preferred but not required)

• Experience using CentralReach

Key Skills

• Strong scheduling and time-management abilities — able to build and maintain complex, high-volume schedules

• Creative problem-solving — consistently finds ways to prevent lost hours and improve utilization

• Empathetic and compassionate — supports families with warmth and understanding

• Clear communicator — keeps families, BCBAs, and RBTs aligned and informed

• Highly organized — manages timelines, authorizations, and service requirements effectively

• Detail-oriented — ensures accuracy in scheduling and documentation

• Calm under pressure — handles cancellations and last-minute changes with confidence

• Tech-comfortable — proficient in CentralReach, spreadsheets, Teams, and operational systems

• Team-oriented — collaborates smoothly with clinical and operations teams