Scheduling Coordinator (ABA Therapy | US Healthcare) - Remote | EST Hours

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency. We partner with international U.S. clients and integrate our staff members directly within our clients' operations. We focus on long-term placements where you contribute directly to the client’s success.

We are seeking a Scheduling Coordinator to support a U.S.-based ABA (Applied Behavior Analysis) healthcare provider. This role is responsible for coordinating therapist and client schedules, ensuring compliance with insurance requirements, and maintaining continuity of care.

This is a fast-paced, detail-driven role that requires strong coordination skills, clear communication, and the ability to manage multiple moving parts simultaneously. You will work closely with clinical and operations teams to ensure efficient and compliant scheduling practices.

This role forms part of a collaborative, team-oriented environment where individuals are expected to take ownership, problem-solve proactively, and support overall service delivery.

PLEASE NOTE

• Working Hours: Monday – Friday | 9:00 AM – 6:00 PM EST (15:00 PM – 00:00 AM South African time – subject to daylight savings).
• Public Holidays: This role requires working on both South African and U.S. public holidays (compensation for SA public holidays in accordance with the BCEA).
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and wired Ethernet capability is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: Reliable backup required to manage load shedding or outages. Applicants without a power backup cannot be considered.
• Work Environment: Fully remote

Key Responsibilities

• Create, manage, and maintain client and therapist schedules
• Coordinate new client onboarding and therapist assignments
• Monitor authorized service units and ensure sessions remain within insurance limits
• Communicate schedule changes with therapists, BCBAs, and families
• Approve or escalate overtime and make-up session requests in line with insurance guidelines
• Track cancellations and proactively assist with rescheduling sessions
• Maintain accurate documentation of all scheduling adjustments
• Collaborate with Operations and Clinical teams to ensure continuity of care
• Follow up on expiring authorizations and redetermination dates
• Ensure compliance with Medicaid and commercial insurance requirements

Requirements

• Experience in scheduling, administrative coordination, or data entry
• Strong organizational and time management skills
• Excellent communication and problem-solving abilities
• Ability to multitask in a fast-paced environment
• High attention to detail, especially around compliance and accuracy
• Strong interpersonal skills and ability to work across multiple stakeholders

Advantageous (not required)

• Experience in ABA, healthcare coordination, or insurance-based scheduling
• Previous experience supporting therapists or clinicians
• Familiarity with scheduling platforms such as CentralReach or similar EMR systems
• Proficiency in Microsoft Office (Excel and Outlook preferred)

Ideal Candidate Profile

• Highly organized and detail-oriented with strong follow-through
• Able to manage competing priorities without losing accuracy
• Proactive and solutions-driven, especially in resolving scheduling conflicts
• Confident communicator across multiple channels
• Comfortable working in a structured, compliance-driven environment
• Team player who takes ownership of responsibilities and supports others when needed

If you are not contacted within 14 working days, please consider your application unsuccessful.