Scheduling Coordinator

The Care Coordinator is responsible for managing client and staff schedules to ensure consistent, authorized, and efficient service delivery. This role serves as a key liaison between therapists, BCBAs, families, and insurance guidelines to maintain compliance with authorized units and company policies.

• Create, manage, and maintain client and therapist schedules
• Coordinate new client onboarding and therapist assignments
• Monitor authorized units and ensure sessions do not exceed insurance limits
• Communicate schedule changes with therapists, BCBAs, and families
• Approve or elevate overtime and make-up session requests in accordance with insurance restrictions
• Track cancellations and assist in rescheduling sessions when appropriate
• Maintain accurate documentation of schedule adjustments
• Collaborate with Operations and Clinical leadership to ensure service continuity
• Follow up on expiring authorizations and redetermination dates
• Ensure compliance with Medicaid and commercial insurance requirements

• Master’s degree required (Healthcare Administration, Psychology, Education, Business, Social Work, or related field preferred)
• Strong organizational and time management skills
• Excellent communication and problem-solving abilities
• Ability to multitask in a fast-paced environment
• Experience in ABA, healthcare coordination, or insurance authorization preferred
• Proficiency with scheduling software (e.g., Central Reach or similar EMR systems)
• High attention to detail and compliance standards
• Professional communication
• Accountability and follow-through
• Confidentiality and HIPAA compliance
• Team collaboration
• Ability to manage sensitive family and staff matters with professionalism