ABA Scheduling Coordinator

Cortica - Neurodevelopmental•San Diego, CA

1d•$26 - $32•Onsite

About The Position

Cortica is seeking a full-time Site Care Coordinator to join their multi-disciplinary team. This role is crucial for optimizing client and provider scheduling to improve service delivery and operational efficiency. The Site Care Coordinator will act as a primary contact for families, collaborating with site leadership (clinical, operational, shared services) to foster a positive site culture, maintain high care standards, and guide families through their Cortica experience. This position ensures seamless care coordination by facilitating communication between families and various teams, managing cancellations, rescheduling, and implementing effective scheduling practices that match client needs with provider availability. An on-site presence is required for effective management and prompt issue resolution.

Requirements

4+ years scheduling experience in ABA services or related field.
2+ years in client services related role.
Strong problem-solving skills.

Responsibilities

Guide patients through care pathways efficiently, monitoring their progress and proactively identifying and addressing care delays and barriers.
Serve as the point of contact for families, streamlining communication and guiding them through their Cortica journey.
Keep families informed about wait times for services.
Create scheduling plans that adhere to best practices, ensuring providers are utilized to their full capacity while aligning with the clients' needs.
Collaborate with clinical teams to integrate strategies into broader care plans, promoting a holistic approach to care.
Provide scheduling support for contract scheduling processes, particularly for Schools-related contracts, and assist with scheduling activities for Value-Based Care (VBC) clients.
Efficiently handle client cancellations and provider call-outs by promptly arranging alternate coverage or rescheduling to ensure consistent service delivery.
Manage requests for Paid Time Off (PTO) from providers, ensuring that these do not disrupt the overall service delivery. This includes forecasting potential schedule gaps and proactively planning to fill these gaps.
Manage the waitlist to promptly place clients into available slots as they arise in provider schedules, optimizing both client satisfaction and resource utilization.
Collaborate closely with on-site leadership team to address and resolve client scheduling concerns efficiently and professionally.
Collaborate closely with clinical leadership to ensure timely case assignment and management.
Address client inquiries and requests promptly, maintaining high standards of service.
Record all interactions comprehensively in Salesforce and communicate through various channels such as phone, email, and SMS to ensure clarity and responsiveness.
Keep providers well-informed of any changes to their schedules and swiftly address their inquiries or concerns, facilitating a supportive work environment.
Escalate scheduling challenges in a timely manner.
Utilize scheduling tools such as Axon, Smart Scheduling, and Salesforce to enhance scheduling efficiency and streamline operations.
Monitor key performance indicators (KPIs) to assess scheduling success and make data-driven decisions to optimize scheduling practices.
Follow established scheduling protocols and best practices to ensure efficient and effective scheduling that meets the needs of both clients and providers.
Assist in the development and maintenance of new Standard Operating Procedures (SOPs) to ensure scheduling consistency and accuracy as processes, guidelines, and software evolve.