Scheduling Coordinator

Gemstone ABA, a growing ABA Agency in Baltimore, MD, is seeking an experienced scheduling coordinator. Come join our team of passionate providers and administrators, who thrive on improving the lives of young children with autism!

A Scheduling Coordinator for an Applied Behavior Analysis (ABA) agency manages therapist, patient, and family appointments to ensure efficient service delivery, minimize cancellations, and align schedules with patient needs and provider availability.

This role is full time only, and it requires strong attention to detail, multitasking ability, and a collaborative approach to support the agency’s mission of delivering high-quality ABA services.

Benefits for the Scheduling Coordinator Role include:

Bonus Opportunities

Competitive Salary with Performance Bonuses

Health, Vision, and Dental Insurance

Generous PTO and Paid Holidays

Career Advancement Opportunities

Key Responsibilities:

Appointment Management: Create, confirm, and update therapy schedules for Behavior Analysts, Behavior Technicians, and patients
Conflict Resolution: Identify and resolve scheduling conflicts, handle cancellations, and reschedule sessions as needed

Patient & Staff Communication: Act as the primary contact for families and therapists, ensuring timely updates on schedule changes

Data Entry & Records: Maintain accurate, up-to-date records in scheduling systems (e.g., Passage Health, Sharepoint) and spreadsheets

Service Optimization: Collaborate with clinical and administrative staff to maximize therapist utilization and service coverage

Reporting: Track and report cancellation rates, census data, and staffing needs to leadership

Coordination: For preschool based patients, communicate and coordinate scheduling updates and changes with the child's school team

Required Skills & Qualifications

Experience: 1+ years in scheduling, preferably in a medical, therapy or ABA setting

Technical Skills: Proficiency with scheduling software, Microsoft Office, and Google Workspace

Communication: Strong verbal and written communication skills; comfortable making outbound calls and engaging with patients and therapists

Organizational Skills: Ability to manage multiple schedules, prioritize tasks, and work in a fast-paced environment

Problem-Solving: Proactive in addressing scheduling challenges and ensuring service continuity

The Scheduling Coordinator is the operational link between ABA therapists, patients, and administrative teams. The role ensures therapy sessions are booked, confirmed, and adjusted promptly, while maintaining accurate records and smooth communication across teams. If you are passionate about helping children with disabilities, enjoy working with people, and have strong organizational skills and attention to detail, reach out to apply – we’d love to connect!