Office Manager

Job Description

The Office Manager position oversees and directs the administrative operations of an individual Surpass Behavioral Health clinic to achieve responsible growth, facility management, customer service, and regulatory compliance in the delivery of home, clinic, school, and/or community-based therapy services.

In addition, the Office Manager position will obtain certification as a Registered Behavior Technician to better understand the fundamentals of ABA and the services we provide to our clients and their families. The certification will also allow the OM to assist with the provision of individualized therapy services in a 1:1 teaching format to children with autism in the clinical setting as needed and/or requested by regional leadership.

The position will require excellent communication and time management skills and the ability to develop and maintain positive, professional, and productive relationships with supervisors, staff, clients and their families. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Job Responsibilities: Operational Duties

*Partner closely with Clinic Director and Regional Leadership to ensure the smooth day-to-day functions of the clinic, by providing administrative support and on-site management.
*Supervise facility staff; support, motivate, and create a high-performing team and cultivate an open, collaborative and positive work environment.
*Ensure proper implementation of HIPAA and privacy regulations as well as all Surpass policies and procedures
*Create client and staff session schedules, including modification of schedules as needed, to ensure proper utilization goals are achieved. This task requires elevated critical thinking abilities as the schedule may change frequently based on staff and client availability and caseload assignments.
*Monitor and ensure timely conversion of all appointments.
*Approve timesheets and PTO requests weekly, cross-referencing time keeping system with Central Reach to ensure billing and payroll integrity.
*Partner with Human Resources and Training Department teams to effectively onboard new RBT/BT staff members:
*Conduct interviews and participate in the hiring process for RBT/BT candidates
*Facilitate Welcome Day training and assist with onsite implementation of new hire training schedules
*Maintain an active Red Cross CPR Instructor certification and monitor all staff CPR certification expiration dates to ensure compliance with insurance payor requirements.
*Conduct in-house CPR training for all staff members, as needed.
*Monitor RBT certification expiration dates and assist the Training Department with the initial and renewal exam/application process.
*Provide technical support to clinic staff related to internal systems
*Maintain and edit client/clinician connections, labels, availability settings, and permissions in Central Reach platform
*Maintain and monitor internal systems tracking items including: RBT training records, Assessment report tickets, employee roster tickets, staff terminations, system support tickets, and stop care tickets
*Manage all incoming clinic calls and mail, including appropriate digital filing of documents as applicable
*Assist as needed to obtain parent signatures on timesheets to verify client sessions
*Maintain a positive relationship with clients’ families to ensure an open line of communication
*Coordinate with intake/authorizations team as needed to facilitate client intake and assessment processes to ensure timely commencement and continuance of client services.
*Perform Inventory and Supply Management for clinic site
*Maintain all resources needed for the clinic to operate efficiently including but not limited to office supplies, instructional materials/stimuli, maintenance of equipment, and cleanliness of facility.
*Submit requisition orders for supplies needed for the clinic to properly function
*Perform regular inventory checks to meet the needs of the clinic
*Represent the company at community and professional networking events, conferences, and various public relations activities, as needed.
*Oversee the tracking of equipment assignments, clinic key assignments, and inventory management systems
*Ensure coverage for and completion of clinic opening and/or closing procedures
*Collaborate with the Regional Director to ensure ongoing maintenance of facilities and equipment
*Perform other related duties as assigned or requested.


Job Responsibilities: Clinical Duties

*Provide session coverage in the form of direct service to clients under the supervision of the Clinic Director or BCBA as needed and/or directed including:
*Provision of direct one-on-one therapeutic care to clients in a clinic setting in order to implement behavioral treatment plans and instructional plans utilizing ABA principles as directed by a Board-Certified Behavior Analyst
*Collect and record data on intervention programs such as client’s self-help skills, communication skills, social skills, and/or targeted behavior-reduction goals
*Assist with supporting clients during times of challenging behaviors through the implementation of the client’s behavior support plan as developed by the Board-Certified Behavior Analyst (BCBA)
*Partner with the Behavior Analyst to maintain ongoing communication with parents/caregivers regarding the client’s progress and plan of care
*Complete session notes and timesheets per company protocols and submit within the designated time frame.
*Adhere to all provisions of the BACB’s current edition of The RBT Ethics Code, including requirements for monthly supervision of direct service hours.


Job Experience, Skills & Requirements:
*Must be at least 18 years of age
*High School Diploma or GED required
*Bachelor's or Associate’s Degree in Behavioral Health, Healthcare Management, Psychology, Special Education, or related field, preferred
*Minimum two years of related professional experience, preferably working in an environment with children with Autism Spectrum Disorders (ASD) and/or other developmental disabilities in a multi-disciplinary team setting, preferred.
*Registered Behavior Technician Certification issued by the Behavior Analyst Certification Board, or ability to obtain
*Ability to pass a criminal background check and drug screening
*Valid CPR certification and other medical and training requirements as specified by payors (or ability to obtain)
*Works with integrity and adheres to the BACB Ethical Code, HIPAA practices, and company policies
*Exceptional written, verbal, and interpersonal communication skills including phone and email etiquette
*Strong organizational, time management, analytical, problem solving, and customer service skills
*Ability to move freely, quickly, and frequently from a seated position (on the floor or in a chair) to a standing position
*Ability to bend, kneel, crouch, and spend time on your feet as well as the ability to lift items up to 50 lbs. on occasion

NOTICE: Successful completion of a drug screen prior to employment is part of our background process, which includes medical and recreational marijuana.

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JR# JR244113