ABA Clinic Office Manager

Skill & Qualifications

• Experience managing utilization reports, productivity metrics, and authorization tracking within a healthcare, ABA, or behavioral health setting.
• Strong analytical skills with the ability to interpret utilization data and identify operational improvement opportunities.
• Previous experience in healthcare management or related fields.
• Strong knowledge of medical terminology, procedure, and regulations.
• Proficiency in using electronic health record (EHR) systems such as Epic or Eaglesoft.
• Familiarity with fiscal management principles, including budgeting and financial reporting.
• Experience supervising clinical staff, including nurses or medical assistants.
• Strong organizational, time management, and multitasking abilities.
• Excellent communication skills, with the ability to manage both internal team dynamics and external family/patient relations.
• High level of professionalism in dealing with staff, patients, and families.
• Proficiency in schedule management software and office administrative tools.
• Able to handle sensitive medical information with discretion and in compliance with privacy regulations (HIPAA).
• Strong attention to detail, especially in billing and authorization management.

Responsibilities

• Create, manage, and maintain the clinical schedule for all medical staff, ensuring sufficient coverage for patient appointments and sessions.
• Revise and distribute the daily schedule to RBTs, BCBAs, and families by 9:00 AM.
• CANCEL sessions when staff census is low, with cancellations finalized by 9:30 AM.
• Schedule client start dates and ensure all client pick-up appointments are updated.
• Assign all new clients (case assignment) in collaboration with the BCBAs, RBT Lead.
• Coordinate assessments for new and existing clients, ensuring timely scheduling and completion.
• Serve as a point of contact for families, staff, and external partners, maintaining professional and courteous communication through phone, email, and in-person interactions.
• Follow up daily with staff regarding incomplete session notes to ensure timely signatures for daily billing.
• Resolve patient or family concerns by facilitating clear communication between clinical staff and families, escalating issues as needed.
• Provide daily updates to Executives, Operations Manager, and Teammates, ensuring all relevant clinic information is communicated promptly.
• Communicate with parents and staff to resolve any patient-related issues, ensuring concerns are addressed quickly and effectively.
• Review and approve or deny PTO requests based on clinic staffing needs, ensuring adequate coverage by RBTs and BCBAs for smooth operations.
• Communicate PTO denials to employees and their managers clearly and promptly.
• Assign new clients to appropriate clinical staff in collaboration with BCBAs and the RBT Manager to ensure successful treatment delivery.
• Create and manage purchase orders, ensuring all required materials and supplies are available and properly tracked. Communicate with staff as necessary.
• Revise billable sessions to accurately reflect the schedule within 24 hours for billing purposes.
• Assist with reviewing payroll for clinical staff, ensuring all hours worked and session times are accurate.
• Submit, coordinate, manage and track patient authorizations for assessments and treatments, ensuring all required documentation is submitted and approved.
• Pay office bills and ensure receipts are properly recorded and filed.
• Offboard employees as needed, ensuring all necessary paperwork and procedures are completed.
• Assist with administrative tasks as needed to support clinic operations.
• Oversee the cleanliness and organization of the clinic, ensuring all materials are in good condition and properly stored.
• Coordinate office management tasks, such as ensuring smooth clinic operations and addressing any logistical needs.
• Assist with the maintenance and upkeep of clinic facilities, including carpet cleaning and other ad hoc requests.
• Care for new hires, ensuring staff members are properly oriented to clinic policies, procedures, and protocols.
• Foster a positive and collaborative environment for all staff, encouraging adherence to clinic processes and standards.
• Assist with special projects, including but not limited to: - Managing clinic events or initiatives as needed, ensuring they align with organizational goals. - Pricing uniforms for staff members and ensuring adequate stock levels. - Organizing and coordinating the annual Christmas Party for staff and other team-building events.
• Collaborate with the Operations Team to provide necessary service reporting, track clinic performance, and suggest improvements to workflows and processes.
• Maintain and update daily, weekly, and monthly utilization reports, tracking client utilization, staff productivity, and authorized service hours.
• Monitor utilization trends and provide regular reports to Operations and Executive Leadership to support staffing, scheduling, and operational decisions.

Benefits

• Dental insurance
• Health insurance
• Vision insurance
• Paid Time Off (PTO)