ABA Clinical Scheduler

Camen Behavioral Services•Orlando, FL

2d•$45,000 - $52,000•Hybrid

About The Position

Camen Behavioral Services is seeking a highly organized, dependable, and solutions-focused ABA Scheduler to support the coordination of approximately 80 clinical employees, 120+ clients, and 1,200–2,000 billable treatment hours each week. This position is designed for someone who enjoys solving problems, communicating with people, working with technology, and managing many moving pieces at once. A successful Scheduler will also have the opportunity to grow into a Scheduling Manager role as they demonstrate strong ownership, communication, problem-solving, and mastery of our scheduling systems. The ABA Clinical Scheduler is responsible for developing, maintaining, and adjusting clinical schedules to help ensure clients receive their authorized and medically necessary ABA services while employees maintain productive and sustainable schedules. This position requires frequent collaboration with parents, therapists, clinical leaders, co-workers, and administrative staff. Scheduling in ABA is highly dynamic, so strong communication and follow-through are essential. The Scheduler will learn to balance: Client availability, Staff availability, Treatment-team assignments, Clinical recommendations, Insurance authorization limits, Supervision requirements, Travel and service location, Employee work hours, Cancellations and coverage needs, Parent and therapist scheduling requests.

Requirements

Highly organized and detail-oriented
Enjoys solving scheduling puzzles
Can manage frequent changes and competing priorities
Communicates clearly and professionally
Takes ownership of assigned responsibilities
Follows through without repeated reminders
Comfortable working with spreadsheets and scheduling systems
Can remain calm when multiple schedule changes happen at once
Works collaboratively with clinical and administrative teams
Comfortable communicating frequently with parents and employees
Interested in growing into a leadership role
Has some flexibility in their daily availability
Can work independently while remaining highly connected to the team
Comfortable learning new systems, moving between multiple platforms, and using technology to stay organized
Strong Google Sheets skills are especially helpful

Nice To Haves

1–3+ years of scheduling, healthcare administration, workforce coordination, or similar experience
Experience in ABA, behavioral health, therapy, education, healthcare, or human services preferred
Experience coordinating multiple employees or locations preferred
Strong Google Sheets and/or Microsoft Excel skills
Strong written and verbal communication skills
Experience with EMR or scheduling software preferred
Ability to analyze information and independently solve routine scheduling problems
ABA experience is helpful but not required for a strong scheduler with transferable healthcare or workforce scheduling experience.

Responsibilities

Build and maintain weekly schedules for clinical employees and clients
Coordinate schedules across clinic, school, home, and community settings
Match staff availability with client availability and treatment needs
Maintain treatment-team consistency whenever possible
Process schedule changes accurately and efficiently
Identify unfilled hours, schedule conflicts, and coverage gaps
Assist with finding solutions when scheduling challenges arise
Maintain awareness of changing client and employee availability
Maintain frequent communication with parents, therapists, co-workers, and leadership
Respond to scheduling questions and requests in a timely and professional manner
Follow through on scheduling concerns until they are resolved
Collaborate with Clinical Directors, BCBAs, Operations, and administrative teams
Communicate schedule changes clearly to all affected parties
Escalate concerns when clinical or operational input is needed
Help ensure that scheduling requests do not get lost or left unresolved
Coordinate coverage for call-outs, vacations, cancellations, and staffing changes
Identify employees who may have availability for additional hours
Help monitor employee scheduled hours
Communicate staffing shortages and coverage needs to leadership
Assist with redistribution of staffing when schedules change
Help maintain consistent services during unexpected staffing disruptions
Compare scheduled services with client authorization and recommended treatment hours
Identify clients who appear under-scheduled
Support organizational goals for utilization of authorized services
Monitor weekly service limits and scheduling restrictions
Communicate scheduling barriers that may affect client utilization
Work with BCBAs and Clinical Directors regarding treatment-team scheduling
Help coordinate BCBA/BCaBA supervision and protocol-modification services
Support caregiver and parent-training scheduling when needed
Escalate clinical scheduling concerns appropriately
Maintain accurate scheduling data
Track open shifts and unfilled treatment hours
Assist with weekly scheduling and utilization reports
Identify recurring scheduling problems
Support improvements to scheduling systems and processes
Maintain accurate records of staff and client availability