ABA Scheduling & Front Desk

Job Description

Job Description

Front Desk & Client Experience

• ABA scheduling Experience
• Greet clients, families, staff, and visitors in a warm and professional manner.
• Answer and direct incoming phone calls, emails, and other communications.
• Check clients in and out and maintain accurate attendance records.
• Provide excellent customer service to families and caregivers.
• Maintain a clean, organized, and welcoming reception area.
• Assist families with general questions and direct clinical or insurance-related questions to the appropriate staff member.
• Bilingual (English/Spanish)

Scheduling & Coordination

• Create and maintain daily, weekly, and monthly therapy schedules.
• Coordinate appointments between clients, families, RBTs, BCBAs, and other members of the clinical team.
• Schedule initial appointments, ongoing therapy sessions, meetings, assessments, and other services.
• Monitor cancellations, absences, late arrivals, and schedule changes.
• Fill open appointment times and help maximize staff and client schedules.
• Communicate schedule changes promptly to families and staff.
• Maintain accurate scheduling information in the company's scheduling or electronic records system.

Administrative Support

• Maintain accurate client and staff records.
• Assist with intake and onboarding paperwork.
• Ensure required forms and documents are received and properly filed.
• Assist with scanning, copying, filing, data entry, and other administrative duties.
• Communicate with parents/guardians regarding appointments, paperwork, and scheduling needs.
• Assist the office manager and clinical leadership with administrative projects as needed.

Compliance & Confidentiality

• Maintain strict confidentiality of client and family information.
• Follow HIPAA and all applicable privacy and confidentiality requirements.
• Follow facility policies and procedures related to client safety, documentation, attendance, and communication.
• Handle sensitive family and client information professionally and appropriately.

Qualifications

• High school diploma or equivalent required.
• Previous experience in a front desk, scheduling, administrative, healthcare, medical, behavioral health, or customer service position preferred.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Comfortable using computers, email, calendars, and scheduling software.
• Ability to multitask and prioritize in a busy environment.
• Professional, friendly, patient, and compassionate demeanor.
• Strong attention to detail and accuracy.
• Ability to work effectively with children, parents, caregivers, and clinical staff.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Bilingual (English/Spanish)
• ABA experience is a plus.