Scheduling Specialist

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Develop, manage, and finalize daily and weekly clinic schedules to guarantee comprehensive client coverage and optimal staff allocation.

• Construct schedules utilizing Excel and Lumary, ensuring precision and consistency across all systems.

• Publish finalized schedules within set deadlines and convey updates promptly to clinic teams.

• Ground scheduling decisions in staff availability, client requirements, and clinic operational needs in partnership with the Clinical Director.

• Arrange observation sessions with new BT trainees during their orientation weeks.

• Monitor the texting dashboard in Lumary for messages related to scheduling and respond as necessary.

• Quickly address client cancellations, late arrivals, no-shows, and staff callouts by informing team members and adjusting schedules as needed.

• Identify and execute same-day or next-day coverage solutions to reduce service interruptions.

• Balance hours among BTs, paying particular attention to equity among hourly staff.

• Schedule staff predominantly within their assigned pods, ensuring cross-pod coverage is provided only by qualified and authorized staff.

• Ensure adherence to mandated meal breaks and session duration standards.

• Schedule and monitor non-billable time (NBT) in accordance with daily and weekly allocation guidelines.

• Ensure NBT is utilized appropriately for approved activities (e.g., supervision, pod meetings, cleaning, observations) and sanctioned by the Clinical Directors when necessary.

• Strategically modify schedules to enhance billable time and reduce unnecessary non-billable hours.

• Collaborate closely with Clinical Directors and clinical team members to synchronize schedules with clinical priorities.

• Engage in weekly scheduling reviews and planning meetings to set up the following week’s schedule.

• Integrate team and client updates provided by clinical staff into schedules in a timely and consistent manner.

⛳️ Requirements

• Previous experience in scheduling, staffing coordination, or healthcare operations (particularly in ABA or allied health) is preferred.

• Strong English communication abilities, both written and verbal.

• Exceptional attention to detail and the capability to manage changing priorities rapidly.

• Proficient in scheduling software, spreadsheets (Google Sheets/Excel), and time zone management.

• Comfortable working independently and during the specified work hours.

• Reliable internet connection and a quiet work environment.

🏝️ Benefits

• Contribute to shaping the future of autism care for children and families.

• Become part of a mission-driven, supportive, and growth-focused team.

• Work remotely with a flexible, international operations team.

• Competitive compensation with opportunities for growth.