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Scheduling Coordinator Trainee

Company Overview

Looking to kick start or further your career in Applied Behavior Analysis (ABA) helping children and adults? Looking for a strong family feel organization that encourages and empowers free flow of ideas and dialogue with a high level of employee engagement? Looking for an organization to help you build a strong foundation where you can apply and enhance your skills, gain new skills and further your professional growth? Then CVAP is the place for you!  Join our seasoned team of ABA experts.

CVAP's core values of integrity, collaboration, and ethics support our team members and treatment success. We empower our team members by offering opportunities for individualized professional growth and stated career goals.  Clear and positive supervisor and subordinate relationships foster a team environment conducive to successful clinical outcome.

CVAP is a renowned and well respected industry leader in ABA treatment.  CVAP has served for nearly three decades as a pioneering organization implementing ABA services in northern California. Using the Lovaas methodology as the foundation of its ABA services, CVAP has further developed and advanced ABA treatment, embracing advanced social skills and generalization of all skills into the natural environment. CVAP provides social skills and human interaction development and systematically programs treatment plans for all ages in the Greater Sacramento, San Joaquin and Stanislaus county areas. For families, CVAP adheres to the importance of family training and inclusion into intervention.

Job Summary

This position will work closely with and receive training/direction from the Scheduling Coordinator identifying shift coverage and advising staff and client families of changes made to schedules to ensure that all therapy hours have been scheduled. With the guidance and coaching of the Scheduling Coordinator, the Scheduling Coordinator Trainee supports staff by addressing concerns and answering questions with regards to schedules, NPA works and attendance policies. Generates new staff and client schedules and modifies current schedules to fulfill all authorized and requested hours. Communicates through call, text and e-mail to assist with the completion of tasks. This position requires heavy telephone work, the ability to juggle multiple priorities and work independently in a fast paced environment. The Scheduling Coordinator Trainee position will require a set period of training. 

Responsibilities and Duties

Daily Shift Coverage: 

Ensures that clients have coverage for all scheduled shifts when a staff member is absent
Adjusts NPA works to reflect all schedule changes
Notifies staff and client families of any changes made to their recurring schedule
Fulfills staff hours with alternate placement when a client has canceled session

New Client Schedules:

Generates schedules for clients who are starting with CVAP or have had a change in the authorized hours of intervention
Identifies staff to fulfill hours based upon availability, location and necessary restrictions
Informs client families and supervisors of generated schedules

Schedule Requests:

Completes requests for necessary changes to client or staff schedules as submitted by clinical supervisors
Notifies client families and staff of changes as needed

Supporting Staff:

Addresses staff concerns regarding scheduling and refers staff to supervisors when concerns are clinical in nature
Advises staff who inquire about placement on clients, hours, therapy locations, attendance policies, shift adjustments, etc.
Make changes to NPA works based on staff call-ins for increased travel times, lunch adjustments and any other schedule changes

Time Off Coverage:

Identifies shift coverage for a staff’s absence in advance while following the guidelines in a client’s parameter form
Notifies the client families and supervisors of the necessary temporary schedule changes

Billing Completion:

Addresses rendering errors as reported by staff and shown on reports
Moves client appointments to new authorizations as received
Adjusts appointment statuses to ensure maximum billable hours have been achieved


Assigned to a Behavior Interventionist to observe Applied Behavior Analysis (ABA) therapy both in-home and clinic locations (25 hours through orientation period)
Summarize learnings of the overlapping to Scheduling Supervisor within 3 business days of the observation event/period.


Qualifications and Skills

  • High School Diploma or GED equivalent (Required)
  • Prior experience in demonstrating effective written and verbal communication skills (Required)
  • Bachelor’s Degree in any field (Preferred)
  • 1-2 years of scheduling with Patients/Clients and staff employee on appoints for either home and /or clinic based services (Preferred)
  • 1-2 years Applied Behavioral Analysis (ABA) related field experience (Preferred)
  • Prior experience in working with NPA Works data base (Preferred)
  • Basic knowledge and use of Excel (Required)
  • Strong verbal and written communication skills (Required)
  • Must engender feelings of trust, credibility and confidence among peers and staff from all areas of the operation. (Required)
  • Must have the highest ethical standards who employs tact and discretion, and is motivated, self-directed, confident, self-starter and ability to work under tight timeframes. (Required)
  • Strong customer service skills, a good memory, strong problem solving skills and excellent follow-through skills. (Required)



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