Medica Scheduler

About the Role

We are looking for a highly organised, detail-oriented Medical Scheduler to join a growing healthcare services team.

Our client, Legadel, is a school-based therapy provider supporting approximately 130 children through a range of services, including Applied Behaviour Analysis (ABA), occupational therapy, physical therapy, speech therapy and psychology.

In this role, you will be responsible for coordinating therapy schedules, matching service providers with children's therapy requirements, communicating schedule arrangements and maintaining accurate scheduling records.

You will work closely with an in-house supervisor who will provide training, guidance and approval during your onboarding. You do not need previous ABA or healthcare experience to succeed in this position. What matters most is your ability to learn quickly, follow instructions, work accurately and manage scheduling details.This is an excellent opportunity for someone who enjoys structured administrative work, problem-solving and coordinating multiple moving parts.

Requirements

Key Responsibilities

1. Scheduling & Coordination

• Build and maintain therapy schedules based on children's requirements, therapist availability and provider caseloads.
• Match Behaviour Technicians (BTs) with children while making the best use of available provider hours.
• Coordinate schedules across different therapy requirements and classroom timetables.
• Prepare proposed schedules for review and approval by the in-house supervisor.
• Identify scheduling gaps, clashes and potential conflicts before schedules are finalised.

2. Provider Communication

• Contact Behaviour Technicians via phone or email to communicate and confirm their schedules.
• Follow up with providers regarding availability, scheduling changes and outstanding confirmations.
• Handle routine scheduling queries professionally and efficiently.
• Escalate provider objections, availability changes and unusual scheduling conflicts to the supervisor.

3. Scheduling Administration & Systems

• Maintain accurate and up-to-date scheduling records.
• Enter approved schedules into the Chorus scheduling system once trained and authorised.
• Assist with ongoing schedule adjustments and updates.
• Process additional scheduling entries resulting from therapy reauthorisations.
• Ensure recurring therapy sessions are correctly adjusted to account for relevant Jewish holidays.

4. Ongoing Scheduling Support

• Assist with maintaining daily classroom schedules.
• Support annual scheduling preparation ahead of each new school year.
• Help manage increased scheduling activity during the summer preparation period.
• Ensure schedule changes are communicated and recorded accurately.

Minimum Requirements

• Strong organisational and administrative skills.
• Exceptional attention to detail and accuracy.
• Good problem-solving and logical thinking abilities.
• Comfortable working with schedules, spreadsheets and multiple pieces of information.
• Strong written and verbal English communication skills.
• Confident communicating with different people over the phone and via email.
• Ability to follow structured instructions and established processes.
• Able to work independently, manage priorities and meet deadlines.
• Comfortable learning new software systems and administrative processes.

Advantageous Experience

The following would be beneficial but are not essential:

• A college or university qualification.
• Previous scheduling, coordination or administrative experience.
• Exposure to healthcare, education, therapy or medical administration.
• Experience coordinating staff shifts, appointments or service schedules.
• Familiarity with scheduling software, databases or CRM systems.
• Previous exposure to ABA therapy or working with Behaviour Technicians.

Important: We are open to training someone from scratch. Previous ABA experience is not a requirement.

Software & Systems

• Chorus / Autism Care (full training will be provided).
• Microsoft Office, particularly Excel and Outlook.
• Email and scheduling platforms.

The Ideal Candidate

We are looking for someone who is:

• Naturally organised and enjoys bringing structure to moving parts.
• Intelligent, quick to learn and able to understand new processes.
• Patient and comfortable with repetitive but important administrative tasks.
• Meticulous about details and unlikely to overlook small scheduling errors.
• Proactive about identifying potential scheduling problems.
• Comfortable asking questions when something is unclear.
• Reliable, consistent and able to take ownership of assigned responsibilities.

We value ability, attitude and attention to detail over industry experience. If you are a smart, organised individual who enjoys coordination and administration, we would love to hear from you