annaautismcare - Scheduling Specialist

• Schedule Development & Management • Create, maintain, and finalize daily and weekly clinic schedules to ensure full client coverage and appropriate staff utilization. • Build schedules using Excel and Lumary, ensuring accuracy and alignment across all systems. • Post finalized schedules within established deadlines and communicate updates promptly to clinic teams. • Anchor scheduling decisions to staff availability, client needs, and clinic operational requirements in collaboration with the Clinical Director. • Schedule observations with new BT trainees during orientation weeks. • Respond to Changes • Monitor the texting dashboard in Lumary for scheduling-related messages and respond accordingly. • Respond promptly to client cancellations, late arrivals, no-shows and staff callouts by notifying team members and making necessary schedule adjustments. • Identify and implement same-day or next-day coverage solutions to minimize service disruptions • Staff Optimization & Fair Workload Distribution • Balance hours across BTs, with particular attention to hourly staff equity. • Schedule staff primarily within their designated pods, ensuring cross‑pod coverage only by qualified and approved staff. • Ensure compliance with required meal breaks and session duration standards. • Non-Billable Time Oversight • Schedule and track non‑billable time (NBT) in alignment with weekly and daily allocation guidelines. • Ensure NBT is used appropriately for approved activities (e.g., supervision, pod meetings, cleaning, observations) and approved by the Clinical Directors when necessary. • Adjust schedules strategically to maximize billable time and minimize unnecessary non‑billable hours. • Cross-Functional Collaboration • Partner closely with Clinical Directors and clinical team members to align schedules with clinical priorities. • Participate in weekly scheduling reviews and planning meetings to prepare the upcoming week’s schedule. • Incorporate team and client updates shared by clinical staff into schedules in a timely and consistent manner.