Counseling Operations Manager

Location: Birmingham, AL

Position Status: Full Time

Position Summary:

Work in coordination with the Lifeline Counseling team to administrate, coordinate and manage Lifeline’s initiatives through Lifeline Therapy’s Services by managing a team to accomplish the following tasks.

Primary Duties:

• To be a minister of the gospel of Jesus Christ to co-workers, clients and ministry partners
• Actively participates on the team in a manner aligned with scripture including, but not limited to, praying for and with other team members, sharing scripture in daily activities and leadership, modeling the character of Jesus Christ in interactions with team and any external clients, partners, vendors, etc.
• Disciples ministry partners and clients.
• Aligns team dynamics, internal & external processes, and final product of team’s work with Biblical principles and with Lifeline’s Core Values
  
  
  

Implement Systems:

• Develop and administer intake process for Counseling, Parent Coaching, and Bridge
• Oversee communication with therapists and parent coaches regarding new clients, billing and insurance information
• Develop and maintain systems to streamline program across state lines – including but not limited to intake, billing, Theranest management, communication with Finance team, onboarding new therapists and guiding them through CAQH and insurance paneling process
• Communicate and work collaboratively with the Finance team regarding Counseling, Coaching, and Bridge financials
• Oversee the creation of simplified Theranest Training Course (LEP) for both counselors and coaches (Embed Theranest videos where applicable with possible click-thru step-by-step instructions)
  
  
  

Insurance and Billing:

• Oversee the checking of clients’ insurance benefits
• Oversee the management and maintenance of accurate billing records in Theranest and Quickbooks
• Explore new features of Theranest and instruct clinicians and other administrative staff on how to use them
• Oversee the processing of insurance payments and co-payments for each client visit
• Oversee the follow-up on unpaid insurance claims
• Oversee the reconciling of remittance notices and payments from insurance companies
• Oversee the processing of daily deposits for Lifeline Counseling
• Stay apprised of all fee structures
• Establish relationships with different insurance and agency representatives (including DHR) when possible
• Be knowledgeable of in-network and out-of-network coverage for clients and therapists
• Oversee payroll for clinicians
• Oversee the management of scholarship disbursements for clients
  
  
  

Client Relations:

• Oversee the first point of contact clients have with Lifeline Counseling, Coaching Services and Bridge, looking into quality assurance with various admin providing high quality customer service
• Oversee the management client wait lists across states
  
  
  

Administrative – oversee the person doing:

• Monitor and order session snacks, crafts, and other supplies for the team
• Assist in tracking department purchases and budget, as directed by Senior Director
• Assist in filling out paperwork for purchases
• Assist Counselors, Parent Coaches, and Bridge Tutors with various tasks, including but not limited to room reservations and management, copies, handouts, mailings, etc.
• Maintain storage spaces through organization and cleaning
• Assist in maintaining records with appropriate security and filing when necessary
• Provide excellent and hospitable customer service to clients who come to the office
• Maintain professional workspace in Client waiting room and play rooms, when needed
• Provide administrative support to the Counseling Senior Director
• Provide administrative support to the overall therapists and coaching teams
• Other duties as needed by supervisor or a member of the Executive team
  
  
  

Training, Policy, and Procedures

• Assist supervisor with any necessary training course creation in collaboration with HR
• Helps to facilitate the development of written policies & procedures within the Counseling, Coaching and Bridge department.
• Acquire a basic understanding of SAM
• Assist in establishing and maintaining HIPAA compliance measures
• Represent the ministry in a professional manner in and away from the office, being a representative of Christ in your sphere of influence.
• Assists with agency related events, including the orphan hosting program, fundraisers, and anniversary celebrations, adoptive family gatherings and marketing opportunities
• Stay up-to-date with the ministry of Lifeline Children’s Services as an important advocate of the ministry.
• Maintain good relationships with co-workers, including solving all disputes in a Biblically prescribed fashion.
• Other duties as assigned by supervisor or a member of the Executive Team.
• Minor adjustments in above listed duties may be needed in order to meet the needs of the specific state office. These adjustments are at the discretion of the State Director with the help of the Regional Director.
  
  
  

Minimum Requirements:

• At least two years of undergraduate education or equivalent experience, required
• Must be able to work in person. No opportunity for remote or Telehealth work
  
  
  

Work Environment:

• Work is performed in a professional office environment
• May require local travel from time to time
  
  
  

APPLY TO LIFELINE

Posted 12/2/22