Scheduling & Staffing Coordinator

About the Role

The Scheduling & Staffing Coordinator plays a critical role in supporting the delivery of Applied Behavior Analysis (ABA), Speech-Language Pathology (SLP), and Occupational Therapy (OT) services by ensuring accurate, timely, and compliant scheduling of Registered Behavior Technicians (RBTs), Speech-Language Pathologists, Occupational Therapists, and clients across all three service lines. This position supports continuity of care, adherence to authorizations, and efficient staffing practices in alignment with clinical direction and payer requirements.

This is a newly defined role. The Coordinator will help establish, refine, and scale scheduling operations across ABA, ST, and OT. Beyond managing day-to-day scheduling, this person will evaluate existing workflows, identify inefficiencies, and build repeatable processes that improve accuracy, communication, compliance, and overall service delivery as the organization grows.

Hours: 7:00 AM to 3:30 PM, five days a week.

Location: On-site at our Dublin location.

Key Responsibilities

Multidisciplinary scheduling and continuity of care

• Schedule RBTs, SLPs, and OTs for client-authorized ABA, speech, and occupational therapy sessions in accordance with treatment plans, clinical directives, and payer authorizations.
• Ensure all scheduled services align with approved service codes, authorized hours, provider qualifications, and supervision requirements across all three disciplines.
• Maintain continuity of care by proactively planning for therapist absences, client cancellations, holidays, and program closures across ABA, ST, and OT caseloads.

Proactive planning and contingency management

• Review daily and weekly schedules across all three service lines to identify coverage gaps or authorization risks before they occur.
• Develop and maintain contingency plans for provider absences, make-up sessions, and coverage changes.
• Present coverage options to BCBAs and Leadership for approval prior to implementation.

Day-of execution

• Manage same-day adjustments due to provider call-outs or client cancellations across ABA, speech, and OT.
• Communicate approved changes promptly and accurately to RBTs, SLPs, OTs, families, teaching teams, and supervisors, clearly identifying what changed.
• Update all provider assignments and appointments in CentralReach so documentation and billing stay aligned.

Billing and authorization accuracy

• Ensure every schedule change is carried through to the correct service and authorization codes, so sessions bill accurately and within authorized limits.
• Verify that grouped-session and shortened-session changes are reflected in the corresponding authorization codes before sessions are billed.
• Flag utilization risks (over- or under-utilization against weekly caps) to Leadership proactively.

Collaboration and clinical coordination

• Partner with Clinical and Operations Leadership to resolve staffing and scheduling challenges across all three disciplines.
• Support BCBAs, SLPs, and OTs by ensuring schedules reflect supervision requirements and approved clinical plans.

Process development and continuous improvement

• Contribute to and maintain scheduling protocols, documentation standards, and workflow guidelines for multidisciplinary scheduling.
• Evaluate current workflows to identify inefficiencies or risks and recommend improvements that support scalability and compliance.
• Serve as a subject-matter resource for scheduling systems and best practices across ABA, ST, and OT.

Qualifications

Required

• Experience in ABA, speech therapy, occupational therapy, or medical scheduling.
• Experience using CentralReach.
• Strong understanding of payer authorizations and continuity-of-care requirements across multiple disciplines.
• Demonstrated accuracy and attention to detail, with the ability to catch and correct errors under time pressure.
• Accountability and follow-through: takes ownership of mistakes, confirms work is complete before reporting it as done, and applies corrections consistently going forward.
• Excellent organizational, communication, and time-management skills.
• Ability to work independently and manage competing priorities in a fast-paced environment.

Preferred

• Experience with billing workflows and authorization-code accuracy.
• Experience coordinating schedules across multiple clinical disciplines.
• Proficiency with Google Workspace.

Offered: 

• Opportunities for professional growth in a supportive environment.
• Premium health, dental and vision plans with 100 percent employer-paid options available
• PTO accrual, sick days, and paid holidays beginning your first day
• 401k, life insurance, among other benefits