ABA Clinic Office Manager

We are seeking a highly organized and experienced ABA Clinic Office Manager to oversee the daily operations of our Autism Center. The ideal candidate will bring a strong background in healthcare management and will play a key role in ensuring a smooth and efficient working environment. 

In this role, you will be responsible for overseeing the day-to-day administrative and operational tasks of the clinic. This includes managing client scheduling, handling billing and insurance tasks, maintaining accurate records, ensuring compliance with regulatory requirements, and supporting the clinical staff. You will also assist with client intake, communication with families, and ensuring the clinic is well-maintained.

The Medical Office Manager will work closely with the team to ensure a high level of service delivery and operational efficiency. We provide comprehensive training and support to help you succeed in this role. As a member of our team, you will receive guidance and mentorship from the current Office Manager to ensure your transition is smooth and you have the tools you need to thrive.  

This is a key position within our Autism Center, and your contribution will play a crucial role in creating a positive and supportive environment for both our clients and staff.

Job Description:

Scheduling & Coordination:

• Create, manage, and maintain the clinical schedule for all medical staff, ensuring sufficient coverage for patient appointments and sessions.
• Revise and distribute the daily schedule to RBTs, BCBAs, and families by 9:00 AM.
• Cancel sessions when staff census is low, with cancellations finalized by 9:30 AM.
• Schedule client start dates and ensure all client pick-up appointments are updated.
• Assign all new clients (case assignment) in collaboration with the BCBAs, RBT Lead.
• Coordinate assessments for new and existing clients, ensuring timely scheduling and completion.

Communication & Interaction

• Serve as a point of contact for families, staff, and external partners, maintaining professional and courteous communication through phone, email, and in-person interactions.
• Follow up daily with staff regarding incomplete session notes to ensure timely signatures for daily billing.
• Resolve patient or family concerns by facilitating clear communication between clinical staff and families, escalating issues as needed.
• Provide daily updates to Executives, Operations Manager, and Teammates, ensuring all relevant clinic information is communicated promptly..
• Communicate with parents and staff to resolve any patient-related issues, ensuring concerns are addressed quickly and effectively.

Time-Off & Staffing Management:

• Review and approve or deny PTO requests based on clinic staffing needs, ensuring adequate coverage by RBTs and BCBAs for smooth operations.
• Communicate PTO denials to employees and their managers clearly and promptly.
• Assign new clients to appropriate clinical staff in collaboration with BCBAs and the RBT Manager to ensure successful treatment delivery.

Administrative & Financial Management:

• Create and manage purchase orders, ensuring all required materials and supplies are available and properly tracked. Communicate with staff as necessary.
• Revise billable sessions to accurately reflect the schedule within 24 hours for billing purposes.
• Assist with reviewing payroll for clinical staff, ensuring all hours worked and session times are accurate.
• Submit, coordinate, manage and track patient authorizations for assessments and treatments, ensuring all required documentation is submitted and approved.
• Collect client approvals and signatures for necessary medical documentation and treatment plans.
• Pay office bills and ensure receipts are properly recorded and filed.
• Offboard employees as needed, ensuring all necessary paperwork and procedures are completed.
• Assist with administrative tasks as needed to support clinic operations.

Office Operations & Maintenance:

• Oversee the cleanliness and organization of the clinic, ensuring all materials are in good condition and properly stored.
• Coordinate office management tasks, such as ensuring smooth clinic operations and addressing any logistical needs.
• Assist with the maintenance and upkeep of clinic facilities, including carpet cleaning and other ad hoc requests.

Onboarding & Staff Training:

• Coordinate new hire onboarding and training, ensuring staff members are properly oriented to clinic policies, procedures, and protocols.
• Foster a positive and collaborative environment for all staff, encouraging adherence to clinic processes and standards.

Event Coordination & Special Projects:

• Assist with special projects, including but not limited to:
• Managing clinic events or initiatives as needed, ensuring they align with organizational goals.
• Pricing uniforms for staff members and ensuring adequate stock levels..
• Organizing and coordinating the annual Christmas Party for staff and other team-building events.

Reporting & Process Improvement:

• Collaborate with the Operations Team to provide necessary service reporting, track clinic performance, and suggest improvements to workflows and processes.
• Ensure all office processes are being followed, and suggest improvements for efficiency and quality of service.
• Maintain and update daily, weekly, and monthly utilization reports, tracking client utilization, staff productivity, and authorized service hours.
• Monitor utilization trends and provide regular reports to Operations and Executive Leadership to support staffing, scheduling, and operational decisions.
   

Skills & Qualifications:

• Experience managing utilization reports, productivity metrics, and authorization tracking within a healthcare, ABA, or behavioral health setting.
• Strong analytical skills with the ability to interpret utilization data and identify operational improvement opportunities.
• Previous experience in healthcare management or related fields.
• Strong knowledge of medical terminology, procedure, and regulations.
• Proficiency in using electronic health record (EHR) systems such as Epic or Eaglesoft.
• Familiarity with fiscal management principles, including budgeting and financial reporting.
• Experience supervising clinical staff, including nurses or medical assistants.
• Strong organizational, time management, and multitasking abilities.
• Excellent communication skills, with the ability to manage both internal team dynamics and external family/patient relations.
• High level of professionalism in dealing with staff, patients, and families.
• Proficiency in schedule management software and office administrative tools.
• Ability to handle sensitive medical information with discretion and in compliance with privacy regulations (HIPAA).
• Strong attention to detail, especially in billing and authorization management.

Additional Skills & Requirements:

• Strong organizational and time management skills.
• Ability to follow processes and instructions accurately.
• Excellent communication skills, both verbal and written.
• Proficient in schedule management software and other administrative tools.
• Must demonstrate a high level of professionalism and courtesy in all communications.

Benefits:

• Dental insurance
• Health insurance
• Vision insurance
• Paid Time Off (PTO)