Job Description
Position: Intake, Staffing, and Scheduling Specialist – ABA Therapy (Bilingual Preferred)
Location: Open to ONLY Florida, Colorado and Maryland residents
Compensation: $20–$25/hour + bonus packages + tiered growth structure
Type: Full-Time
ABA THERAPY EXPERIENCE IS REQUIRED
About Us
House of Hearts ABA is a growing Applied Behavior Analysis (ABA) therapy company dedicated to providing compassionate, high-quality care for children and families. We pride ourselves on excellence in service, efficiency in operations, and a supportive, growth-oriented work environment.
Position Overview
We are seeking an experienced Intake, Staffing, and Scheduling Specialist with at least 3 years of hands-on ABA therapy experience performing these tasks. This role is crucial in ensuring smooth client onboarding, efficient staff scheduling, and optimal case assignments.
This position offers significant growth potential, a tiered performance-based compensation structure, and opportunities for bonus packages. If you are detail-oriented, highly organized, and fluent in Spanish, we want to hear from you.
Key Responsibilities
- Client Intake
- Serve as the first point of contact for new families, providing a warm and professional welcome.
- Collect all necessary client information, verify insurance, and explain the intake process.
- Confirm communication preferences and ensure intake documents are completed accurately and in a timely manner.
- Clearly communicate service options (in-home vs. in-school) and timelines for service initiation.
- Assist Spanish-speaking families by translating or clarifying intake materials as needed.
- Scheduling Clients
- Maintain and update the master schedule to ensure clients are matched with staff in a timely manner.
- Coordinate with BCBAs, RBTs, and caregivers to schedule therapy sessions according to client needs and staff availability.
- Quickly adapt to schedule changes, cancellations, and emergencies.
- Communicate with families to confirm session times and any changes in scheduling.
- Staffing Cases
- Assign therapists to cases based on experience, client needs, and location.
- Monitor staff availability and proactively fill open hours.
- Track staffing progress and report updates to leadership regularly.
- Work closely with the hiring team to ensure adequate staffing levels for incoming clients.
- Requirements
- Minimum 3 years experience working in an ABA therapy setting with intake, staffing, and scheduling responsibilities.
- Strong organizational skills with exceptional attention to detail.
- Ability to work independently in a fully remote environment.
- Fluency in Spanish and English (Bilingual is strongly preferred and nearly required for this role).
- Excellent written and verbal communication skills.
- Proficiency with scheduling software, CRMs, and EHR platforms (experience with ABA-specific software is a plus).
- Strong problem-solving skills and ability to manage shifting priorities.
- Compensation & Growth
- Hourly Pay: $20–$25/hour based on experience.
- Performance-Based Growth: Structured tier system with regular salary reviews.
- Bonus Opportunities: Monthly and quarterly bonus packages based on performance metrics.
- Career Growth: Significant potential to move into leadership and operations management roles.
- Why Join Us?
- 100% Remote – Open to only Florida, Colorado and Maryland residents
- Collaborative and supportive team culture.
- High-impact role with direct contribution to company growth.
- Room for rapid advancement in a scaling organization.
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