ABA Scheduling Coordinator

Cortica•San Diego, CA

9d•Onsite

About The Position

Cortica is seeking a full-time, on-site Site Care Coordinator to optimize client and provider scheduling and support service delivery and operational efficiency. The role serves as a consistent point of contact for families and works with clinical, operational, and shared-services teams to coordinate care, address scheduling concerns, and maintain a cohesive site culture. Responsibilities include guiding families through care pathways, managing cancellations and rescheduling, optimizing provider capacity, supporting contract and Value-Based Care scheduling, handling provider time-off requests, and managing waitlists. The coordinator documents interactions in Salesforce, communicates with families and providers through phone, email, and SMS, monitors scheduling performance indicators, follows established protocols, and assists with developing and maintaining scheduling procedures. Cortica is a healthcare company focused on treatment for children with neurodevelopmental differences. The company states its commitment to diversity, inclusion, equal opportunity, and fair hiring practices.

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 progress, and proactively identify and address care delays and barriers.
Serve as a point of contact for families, streamline communication, and keep families informed about service wait times.
Create scheduling plans that follow best practices, maximize provider utilization, and align with client needs.
Collaborate with clinical teams to integrate scheduling strategies into broader care plans.
Provide scheduling support for contract scheduling, particularly Schools-related contracts, and assist with scheduling for Value-Based Care clients.
Manage 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 proactively to maintain service delivery.
Manage the waitlist and place clients into available provider schedule openings.
Work with on-site leadership to resolve client scheduling concerns and with clinical leadership to support timely case assignment and management.
Address client inquiries and requests promptly and professionally.
Record interactions in Salesforce and communicate with families through phone, email, and SMS.
Keep providers informed of schedule changes and respond to their inquiries or concerns.
Escalate scheduling challenges in a timely manner.
Use Axon, Smart Scheduling, and Salesforce to support scheduling efficiency.
Monitor key performance indicators and use data to optimize scheduling practices.
Follow scheduling protocols and best practices.
Assist with developing and maintaining Standard Operating Procedures as processes, guidelines, and software evolve.