Office Manager

REPORTS TO:

• CEO/Director of ABA services

JOB GOAL:

• The Office Manager is responsible for organizing and coordinating the office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety.
• The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, and inventory control.

MINIMUM QUALIFICATIONS:

• Office management, administrative, or assistant experience
• Knowledge of office management responsibilities, systems, and procedures
• Excellent times management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent oral and written communication
• Strong organizational and planning skills
• Proficient in MS Office
• Computer skills and knowledge of office software practices

RESPONSIBILIITES:

Productivity

• Complete productivity spreadsheet
• Send to Sandstone

New Clients for testing

• Assure paperwork/consents are received
• Seek authorization through @yourservice
• Call client to schedule appointment
• Make folder, label with client name and case number
• Provide folder to psychologist completing testing
• If client has current diagnosis and is needing ABA Services, all information obtained would be given to ABA Quality Assurance Manager for scheduling of initial evaluation or adding to waitlist.

Front office

• Answer phones, schedule appointments, collect copays, order supplies, manage waitlist, upload health records to EMR

Verify insurance for testing clients

Manages Technological Needs

• Makes requests to TechCore for office needs

Scheduling

• Determine client/staff availability and demographics
• Monitor staff hours including; maintenance of full-time hours, staff cancellations, tracking family cancellations, and approving/declining PTO.
• Monitors client hours to ensure that they are meeting the required 80% of sessions and recommended hours of services
• Creating & maintaining schedules in CR (appts., availability, cancellations, reschedules, mileage, place of service, etc.) for all RBT’s
• Monitors RBT supervision hours to ensure compliance with the BACB
• Ensures schedules are appropriate for hours authorized, and monitors degradation of units to continue ensuring schedules are accurate throughout the year
• Contacts all team members including trainers and BCBAs when cancelations occur
• Monitors waitlist and periodically reaches out to families to update them on their status, ensure their availability and insurance has not changes, etc.

Payroll duties

• Ensure all hours and mileage are correct (i.e., check employee mileage versus programmed mileage in appointment, ensure supervision sessions accurately reflect time RBT was with client, etc.) for ABA department employees
• Check all ABA staff calendars to ensure billable appointments are converted before confirming accuracy with Office Manager
• Contact employees if conversions are missing or inaccurate
• Inform Office Manager that ABA Department timesheets are ready to be sent to payroll
• Communicate with CentralReach regarding EMR related issues
• Export weekly reports from EMR.
• Make pivot table
• Send to Sandstone

Perform other duties as assigned

Job Type: Full-time

Benefits:

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

Schedule:

• Monday to Friday

Ability to Commute:

• Henderson, NV 89044 (Preferred)

Ability to Relocate:

• Henderson, NV 89044: Relocate before starting work (Preferred)

Work Location: In person