ABA Clinical Scheduler

Job Description

Job Description

ABA Clinical Scheduler

Camen Behavioral Services, LLC
Full-Time | Central Florida
Salary Range: $45,000–$52,000 annually, based on experience
Growth Opportunity: Scheduling Manager
Location: Lake Ellenor Clinic – Orlando, FL 32809
Work-from-home opportunities may be available after successful completion of training, based on performance and operational needs.

About Camen Behavioral Services

Camen Behavioral Services is a growing ABA organization committed to providing ABA with Compassion. We provide clinic, school, home, and community-based services to children and adolescents throughout Central Florida.

We are 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.

Position Overview

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

Key Responsibilities

Scheduling & Coordination

• 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 occur
• Maintain awareness of changing client and employee availability

Communication & Team Collaboration

• 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

This role requires someone who is comfortable communicating throughout the day and working collaboratively with multiple departments.

Coverage & Staffing Support

• 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

Authorization & Utilization Support

• 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

Clinical Coordination

• 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

Reporting & Organization

• 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

Systems & Technology

Our scheduling and administrative team works across multiple platforms, including:

• Rethink Behavioral Health
• Google Sheets
• Google Docs
• When I Work
• BambooHR

The ideal candidate should be comfortable learning new systems, moving between multiple platforms, and using technology to stay organized.

Strong Google Sheets skills are especially helpful.

Work Schedule & Flexibility

ABA scheduling is not always predictable.

While this is a full-time position, the work of a Scheduler may not always follow a rigid traditional 9:00 AM–5:00 PM schedule. Client cancellations, employee call-outs, schedule changes, parent requests, and coverage needs can occur outside of standard office hours.

This position may be especially well suited for someone who:

• Has flexibility in their daily work/life schedule
• Is comfortable checking and responding to time-sensitive scheduling needs when appropriate
• Prefers some flexibility over a highly rigid workday
• Can organize their time independently
• Understands that scheduling needs can shift from day to day

We value work-life balance and flexibility; however, success in this position requires reliability and responsiveness when important scheduling matters occur.

Work-from-Home Opportunities

The initial training period will require significant in-person participation so the Scheduler can learn our clients, staff, systems, workflows, and clinical structure.

After training has been successfully completed and the employee demonstrates the ability to independently manage their responsibilities, work-from-home opportunities may be available.

Remote flexibility will be based on job performance, operational needs, and the ability to maintain strong communication and responsiveness.

What We Are Looking For

The ideal candidate is someone who:

• Is 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
• Is comfortable working with spreadsheets and scheduling systems
• Can remain calm when multiple schedule changes happen at once
• Works collaboratively with clinical and administrative teams
• Is comfortable communicating frequently with parents and employees
• Is interested in growing into a leadership role
• Has some flexibility in their daily availability
• Can work independently while remaining highly connected to the team

Preferred Qualifications

• 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.

Growth Opportunity: Scheduling Manager

This role has a defined opportunity for advancement into a Scheduling Manager position.

Promotion consideration may occur as the Scheduler demonstrates the ability to independently manage increasingly complex scheduling responsibilities, including:

• Ownership of the master clinical schedule
• Management of staffing and coverage across locations
• Monitoring authorization utilization
• Identification of under-scheduled clients and staff
• Workforce planning and scheduling analysis
• Oversight of scheduling processes and procedures
• Development of scheduling reports and metrics
• Training or supporting additional scheduling staff
• Proactive communication with clinical and operations leadership
• Independent resolution of complex scheduling barriers

The Scheduling Manager role would carry increased responsibility, leadership expectations, and compensation.

What Success Looks Like

A successful Scheduler will help Camen maintain:

• Accurate and reliable client schedules
• Timely coverage of open shifts
• Strong utilization of authorized treatment hours
• Clear communication with employees and families
• Reduced scheduling errors
• Appropriate employee workloads
• Timely follow-through on scheduling requests
• Strong collaboration with Clinical and Operations leadership

Over time, the goal is for this person to move from supporting the schedule to being able to own the scheduling system.

Compensation

$45,000–$52,000 annually, depending on experience.

Employees who demonstrate readiness for advancement into the Scheduling Manager role may be eligible for increased compensation aligned with the additional scope and responsibility.

Join Our Team

If you are highly organized, enjoy solving complex problems, communicate well with others, and are looking for a role that offers both flexibility and the opportunity to grow into leadership, we would love to hear from you.

Camen Behavioral Services is an Equal Opportunity Employer.