ABA Scheduling Coordinator

Cortica - Neurodevelopmental•San Diego, CA

9d•$26 - $32•Onsite

About The Position

Cortica is seeking a full-time, on-site Site Care Coordinator to optimize client and provider scheduling and support effective service delivery. The role serves as a consistent point of contact for families, guiding them through care pathways and coordinating communication among families, providers, clinical teams, site leadership, and shared services. The coordinator manages cancellations, rescheduling, waitlists, provider time-off requests, and scheduling gaps while aligning client needs with provider capacity. The position also uses scheduling systems and performance data to improve operations and helps maintain consistent scheduling procedures as processes and tools evolve.

Requirements

At least 4 years of scheduling experience in ABA services or a related field.
At least 2 years of experience in a client services-related role.
Strong problem-solving skills.

Responsibilities

Guide patients through care pathways, monitor their progress, and identify and address delays or barriers to care.
Serve as a point of contact for families, streamline communication, and keep families informed about service wait times.
Develop scheduling plans that follow best practices, use provider capacity effectively, and align with client needs.
Collaborate with clinical teams to integrate scheduling strategies into broader care plans.
Support contract scheduling processes, particularly for school-related contracts, and assist with scheduling Value-Based Care clients.
Respond to client cancellations and provider call-outs by arranging alternate coverage or rescheduling promptly.
Manage provider Paid Time Off requests, forecast potential schedule gaps, and plan coverage to avoid service disruptions.
Manage the waitlist and place clients into available provider schedule openings.
Work with on-site leadership to address client scheduling concerns and with clinical leadership on timely case assignment and management.
Respond promptly and professionally to client inquiries and requests.
Document interactions in Salesforce and communicate through phone, email, and SMS.
Inform providers of schedule changes and address their questions or concerns.
Escalate scheduling challenges in a timely manner.
Use Axon, Smart Scheduling, and Salesforce to support efficient scheduling operations.
Monitor scheduling KPIs and use data to improve scheduling practices.
Follow established scheduling protocols and best practices.
Assist with developing and maintaining scheduling Standard Operating Procedures as processes, guidelines, and software evolve.