Operations Manager (OM)

Description

The general duties of the Operations Manager (OM) shall include supervision of assigned center staff, all administrative functions as they relate to management of personnel, compliance, facility maintenance, insurance authorizations, staff and client scheduling, customer service and center budgets. This is a working supervisory position, and certain administrative/secretarial duties will be required of the OM, therefore, the OM shall have a background in all aspects of ABA center operations and ensure the center’s superior customer service practices are met.

As An Operations Manager, You Will

• Manage the daily operations of the organization by creating and implementing policies and procedures
• Direct the operations of the assigned center while supervising all staff members
• Assist the VPO with the development of the organization’s strategic plans and objectives based upon identified needs of the patients
• Actively participate in leadership meetings
• HR: Recruiting, Hiring, Terminations, Performance evaluations, Disciplinary actions
• Training of assigned center personnel including Admin staff, BTs/RBTs, BCBAs, etc in coordination with the CD
• Enforce handbook policies
• Maintain and Enter employee timecard data
• Work with Intake Coordinator to process incoming referrals, schedule evaluations
• Establish communication with parents within 3 days of being added to the wait list, follow up monthly
• Counsel parents as needed regarding child’s progress or other issues
• Coordinate pick-up/drop-off
• Manage complex patient situations
• Monitor credentialing status and contact parents to begin intake process
• Create and maintain schedules for all staff & clients in assigned Center.
• Insurance verifications and prior authorizations
• Maintain and update patient demographics information in CentralReach
• Regularly update relevant spreadsheets (Auths, Scheduling, Goals, etc)
• Collection of patient copays and balances, processing payment plans
• Ordering and securing supplies and equipment
• Facility maintenance to include lawn care, building maintenance, etc
• Maintain cleanliness and order of Center
• Vendor relationships and Invoice review and management
• Manage supply expenses in line with office budget
• Community events and Center marketing
• Ensure compliance with OSHA, HIPAA, and other regulatory agencies
• Ensure patient satisfaction; patient issues or complaints are resolved in a timely, professional manner
• Coordinate Speech, OT, PT, and other coordination services
  
  

Performance Requirements

• Knowledge of principles and practices of ABA center planning and management sufficient to manage, direct, and coordinate the operation of organization
  
  

Standards In Communications

• Greet patients, family members, and visitors in a warm, cheerful, welcoming manner (either in person or by telephone), always addressing them by name (if known), ensuring they have your undivided attention while addressing their needs at that specific moment
• Promptly answer, responds, and/or documents phone messages and/or request from patients in a timely, professional manner
  
  

Requirements

Education and/or Experience:

• Bachelor’s degree (BA) in business, psychology, or related field AND/OR: Minimum of 3 years experience managing an ABA Center
• Knowledge of ABA coding and billing practices
• Knowledge of ABA issues and terminology
• Computer skills including Google Workspace, Microsoft Office (including Excel), and relevant ABA software systems including CentralReach
  
  

Supervisory Responsibilities: Indirectly supervises department heads and oversees the activities of all Center and support staff

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work may require sitting for long periods of time; also stooping, bending, and stretching for files and supplies. Occasionally lifting files or paper weighing up to 40 pounds. Requires manual dexterity sufficient to work with children, operate a keyboard, telephone, copier, and other such office equipment. Vision must be correctable to 20/20 and hearing must be in the normal range for telephone contacts. It is necessary to view and type on computer screens for long periods of time.

Work Environment: The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office environment. Willingness to work some weekends and travel occasionally.