Clinical Office Manager

Job Summary
The Clinical Office Manager is responsible for managing and optimizing day to day operations within the assigned clinic. The Clinical Office Manager will support Applied Behavior Analysis (ABA), Occupational Therapy (OT), and Speech Therapy (ST) services at our clinic. This role requires excellent organizational, communication, and customer service skills to ensure daily operations run smoothly. The Clinical Office Manager will act as a primary point of contact for client families, clinicians, vendors, and other guests within the assigned location.

Duties

• Track RBT and client attendance spreadsheet(s).
• Mail client warning letters.
• Maintain communication with RBTs and clients on attendance and any barriers they may face.
• Ensure the clinic is stocked with needed supplies.
• Order supplies, RBT materials, etc as needed and update the expense sheet.
• Update the emergency preparedness plan (monthly drills).
• Track RBT and client productivity weekly.
• Update the RBT credentialing spreadsheet.
• Ensure all staff are safety care trained.
• Ensure all mandatory paperwork signed by employees as well as clients is filed away. This may include (media release, authorization for pickup, medical forms, break waiver, and medical release forms).
• Communicate with the GBE nurse on any medication or health forms.
• Meet with all new hires and ensure iPads and all materials are ready for them on the first day.
• Answer all emails and phone calls in a timely manner.
• Confirm RBT request off in Central Reach and place on the time off tracker.
• Maintain open communication with the scheduler.
• Communicate with staff on any new policies or changes.
• Attend the Office Manager weekly meeting and discharge weekly meeting.
• Enforce dress code, attendance policy, weekly cleaning schedules, and upkeep of RBT rooms.
• Other duties as assigned.

Experience

• Bachelor's Degree in Business Administration, Healthcare Management, Psychology, or a related field preferred, high school diploma, GED, or equivalent experience required.
• 2 years' experience in an office management or administrative role, preferably within a healthcare, behavioral health, or therapy setting strongly preferred.
• Knowledge of ABA principles and terminology is a plus, or the willingness to learn the basics of ABA to support staff and families effectively.
• Ability to prioritize tasks, manage multiple projects simultaneously, and ensure smooth operations within a busy office environment.
• Capable of interacting with families, therapists, administrative staff in a professional manner required.
• Strong ability to handle documentation, data entry, and other administrative tasks with precision and accuracy.
• Ability to anticipate challenges, identify solutions, and implement effective processes to address any issues that arise.
• Proven ability to manage time efficiently and meet deadlines, balancing administrative tasks with supporting clinical staff.
• Experience handling sensitive information in a professional and confidential manner, particularly related to patient health data and privacy regulations (HIPAA compliance).
• Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and office management software or databases.
• Current CPR certification preferred, or willingness to obtain.
• A strong sense of initiative and the ability to take ownership of tasks with minimal supervision.

Physical Requirements

• Prolonged Sitting: The job involves prolonged periods of sitting at a desk or workstation while performing tasks such as computer work, data analysis, and communication.
• Physical capabilities include walking, occasional running, standing, sitting, kneeling, stooping, crouching, crawling, twisting, reaching above head, pulling, bending, and lifting up to 50 pounds.

Benefits

• Competitive salary commensurate with experience.
• Health, dental, and vision insurance options.
• Company holidays and paid time off.
• 401(k) retirement plan.
• Ongoing professional development opportunities.
• Supportive and collaborative work environment.
• Meaningful work that makes a difference in the lives of individuals and families.

Global Behavior Education Alliance, LLC (GBE Alliance) is an Equal Opportunity Employer. We do not discriminate against qualified applicants based upon any protected group status, including but not limited to race, color, creed, religion, gender, national origin, ancestry, age, marital status, military or veteran status, sexual orientation, physical or mental disability or medical condition as defined by applicable equal opportunity laws.

This position offers an opportunity to contribute significantly to our team while ensuring a high standard of patient care in a supportive environment.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Jackson, TN 38305 (Required)

Ability to Relocate:

• Jackson, TN 38305: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $24