ABA Scheduling Coordinator

About the role

This ABA Scheduling Coordinator opportunity represents a critical position within the pediatric autism therapy team at MedCare Pediatric, operating from the primary location in Stafford, Texas, with the zip code 77477. The hired individual will own the complex management of therapy session calendars, ensuring a seamless alignment between client needs, clinician availability, and operational requirements. Success in this role is defined by strong organizational abilities and a demonstrated commitment to supporting both clinical teams and clients through precise and reliable logistical coordination. The coordinator serves as the central hub for scheduling activities, maintaining the integrity and efficiency of the therapy calendar on a daily basis. This position requires balancing multiple priorities and variables to sustain a steady rhythm of high-quality services across the facility. The work directly ensures that therapy schedules remain accurate, consistent, and dependable for children, families, and clinicians alike.

Key facts

What you'll do

• Execute the work posted for as outlined
• Design intake timelines that effectively match new clients with open clinician hours while adhering to all clinical constraints.
• Construct detailed weekly rosters for behavior analysts and technicians that respect family priorities, clinical requirements, and operational policies.
• Review session notes meticulously to verify that planned times fulfill mandated service minutes accurately and without discrepancy.
• Coordinate directly with families to adjust appointments, navigating strict adherence to clinical rules, guidelines, and regulatory standards.
• Act swiftly when unexpected absences occur, shifting resources rapidly to maintain uninterrupted coverage and continuity of care for families.
• Maintain comprehensive, organized records of all schedule changes to robustly support audits, reviews, and future operational planning.
• Protect focused time for assessments by carefully managing the calendar, creating an environment conducive to concentrated clinical work for Board Certified Behavior Analysts.
• Guide new Registered Behavior Technicians in understanding their role expectations and provide training on the effective use of calendar tools and scheduling protocols.
• Uphold the integrity of BCBA practices and RBT protocols within the scheduling process, ensuring the clinical context is always respected.
• Apply strong attention to detail and robust problem-solving abilities to navigate intricate scheduling demands and resolve conflicts efficiently.
• Communicate clearly and professionally with families, clinicians, and support staff to ensure alignment and transparency in all scheduling matters.
• Monitor the calendar continuously to identify potential gaps, optimize resource allocation, and enhance overall service reliability.
• Support the broader pediatric therapy environment by demonstrating familiarity with the dynamics of pediatric care, which enhances complex scheduling needs.
• Collaborate closely with clinical staff to streamline processes, improve workflow, and ensure that all scheduling activities remain compliant with best practices.

Requirements

The candidate must bring three years of prior experience in scheduling or related fields to the role, establishing a foundational level of professional competence. Comfort with appointment software and digital calendar systems is mandatory, as these tools form the backbone of daily responsibilities. Clear communication skills are required when interacting with families, clinicians, and support staff to prevent misunderstandings and foster positive relationships. Reliability is critical, encompassing consistent punctuality and strict follow-through on all commitments to maintain trust and operational stability. The individual must be capable of working within the defined scope of practice and adhering to all company policies and clinical guidelines as they apply to scheduling functions. A methodical approach to work is essential, ensuring accuracy and consistency in managing detailed and time-sensitive information. The ability to manage multiple tasks simultaneously while maintaining a high standard of quality is a necessary attribute for success in this position. All applicants are expected to Nice to have

Experience working within pediatric therapy settings is preferred for this role, as it provides a deeper contextual understanding of the environment. Familiarity with the dynamics of pediatric care enhances the ability to manage complex scheduling needs and anticipate potential challenges. This understanding allows for better collaboration with clinical staff and more effective communication with families regarding care expectations and limitations.