Clinic Manager

Job Summary

Required Qualifications

• •High school diploma or equivalent
• •Registered Behavior Technician Certification
• •2+ years of office management or customer service experience
• •Ability to follow written instructions
• •Ability to use computers and computer/software programs
• •Ability to communicate expressively and receptively
• •Proficiency in PC software, especially spreadsheet programs
• •Strong communication skills, both written and verbal with internal and external stakeholders
• •Ability to build rapport with team members, explain complicated information in an approachable and easily understood manner, effectively handle challenging phone conversations, and represent the Golden Steps brand
• •Ability to organize, prioritize and handle multiple tasks, adhere to established deadlines, and produce work that consistently meets or exceeds team benchmarks
• •Proven adaptability with a willingness to work both collaboratively and individually to achieve desired business outcomes
• •Excellent interpersonal and listening skills
• •Experience analyzing and summarizing data clearly and concisely
• •Demonstrated strong work ethic with attention to detail, accuracy, and quality
• •Established track record of generating error-free work
• •Organizational and multitasking skills
• •The ability to work independently and exercise good judgment and decision
• •Receive and maintain CPR and First Aid
• •Ensure all standard supplies are set to a recurring monthly order and other supplies are ordered as needed
• •Work with the Facilities and Purchasing departments to cover any and all issues as they arise within the center and coordinate necessary maintenance
• •Ensure the center is meeting all compliance/credentialing standards (BHCOE)
• •Monitor center expenses to stay within monthly budgets
• •Manage the schedule of all Behavior Technicians and clients within the center, as well as the operating metrics of the center
• •Enter the schedules into all required systems and communicate schedule changes with relevant parties
• •Track all daily operations metrics and report to the State Director
• •Track Behavior Technician and client attendance and accordingly notify their supervisors when disciplinary action needs to be taken
• •Schedule and manage non-billable technician hours to stay within budget
• •Approve Behavior Technician PTO and unpaid time off, and schedule accordingly
• •Ensure staff are only being placed with clients with whom they are credentialed to
• •Assist with coordination of training and compliance
• •Coordinate with Clinic Director and BT Recruiting Department to determine staffing needs
• •Work with Clinic Director and Intake Team to determine incoming case needs and match Behavior Technicians
• •Work with in-home operations to find coverage for clients or help facilitate team member and client transfers, as needed
• •Report clinic needs to State Director, including intake pipeline, tech pipeline, marketing needs, and all other operations aspects
• •Gather necessary documentation to offboard BTs, including but not limited to, therapy equipment
• •Collect BT resignation letters, performance improvement documentation, and termination letters, as needed, to accurately document reasons for BT offboarding
• •Complete all required offboarding procedures
• •Secure all Golden Steps equipment and property from department BTs, including but not limited to, therapy equipment
• •Manage payroll and billing accuracy via daily reviews to ensure documentation is being submitted properly and schedules match the submitted documents
• •Provide day-to-day administrative support in the center, such as greeting clients, placing supply orders, faxing, filing, etc., as needed
• •Ability to follow a child without restrictions throughout the center (sometimes at a rapid pace)

Desired Qualifications

• •Provide excellent customer service and champion Golden Steps
• •Assist clients and families in accessing treatment by providing information and assisting in the initial intake process
• •Maintain communication with prospective clients and ensure appropriate expectations of the intake
• •Consistently communicate with parents both face to face and over the phone with the utmost professionalism
• •Maintain an operationally well-run, aesthetically pleasing center that is enjoyed by parents, clients, and team members
• •Ensure the cleanliness and appearance of the center meet the highest standards
• •Assist in hosting center events (activity days, birthdays, anniversaries, graduations, etc.)
• •Provide direct 1:1 ABA therapy as needed to cover call offs, vacations, etc., to ensure therapy is not canceled for the day
• •Verify Insurance eligibility and coverage for clients within the center
• •Market to community-based services to increase the cases within the center services. This includes Doctor offices, schools, speech/PT/OT centers, and other interested parties
• •Track Behavior Technician and client attendance and accordingly notify their supervisors when disciplinary action needs to be taken
• •Schedule and manage non-billable technician hours to stay within budget
• •Approve Behavior Technician PTO and unpaid time off, and schedule accordingly
• •Ensure staff are only being placed with clients with whom they are credentialed to
• •Assist with coordination of training and compliance
• •Coordinate with Clinic Director and BT Recruiting Department to determine staffing needs
• •Work with Clinic Director and Intake Team to determine incoming case needs and match Behavior Technicians
• •Work with in-home operations to find coverage for clients or help facilitate team member and client transfers, as needed
• •Report clinic needs to State Director, including intake pipeline, tech pipeline, marketing needs, and all other operations aspects
• •Gather necessary documentation to offboard BTs, including but not limited to, therapy equipment
• •Collect BT resignation letters, performance improvement documentation, and termination letters, as needed, to accurately document reasons for BT offboarding
• •Complete all required offboarding procedures
• •Secure all Golden Steps equipment and property from department BTs, including but not limited to, therapy equipment
• •Manage payroll and billing accuracy via daily reviews to ensure documentation is being submitted properly and schedules match the submitted documents
• •Provide day-to-day administrative support in the center, such as greeting clients, placing supply orders, faxing, filing, etc., as needed
• •Perform other duties as designated by supervisor