ABA Operations Administrator

SUBSIDIARY: The Center for Autism (CFA)

ROLE TYPE: Full-Time

JOB OVERVIEW:

The ABA Operations Administrator is responsible for the overall administrative management of the individual IBHS-ABA program. The Administrator manages the daily programmatic functioning of the individual IBHS-ABA program to ensure that the program runs smoothly, including motivating employees and monitoring internal processes and policies to maintain efficient workflow. The Administrator works in collaboration with ABA program leadership to ensure administrative adherence to program regulations, policies, and procedures. This position reports to the IBHS-ABA Clinical Director.

RESPONSIBILITIES:

• Assign BCBA, LBC, and BHT/RBT staff to cases. Monitor to ensure that assignments are appropriate. When a problem arises, alert clinical supervisors, including reassignment as indicated.
• Serve as a BHT when clinical needs arise.
• Coordinate individual IBHS-ABA BHT/RBT staff schedules daily, monitor callouts, and make changes to the schedule to accommodate time off requests/callouts.
• Track and monitor the Time-Off Calendar and staff callouts/lateness for IBHS 1:1 ABA programs. Notify staff supervisors of attendance concerns.
• Manage staff time-off requests and approve staff timesheets for IBHS 1:1 ABA programs.
• Collaborate with and address concerns from parents, funders, and outside agencies regarding scheduling, staffing, etc.
• Track and monitor client attendance records and address client attendance issues as indicated, in conjunction with clinical leadership.
• Track and monitor the status of cases to ensure that authorizations are current.
• Communicate consistently and effectively with BCBAs, LBCs, and BHTs/RBTs regarding the current status of authorizations (i.e., hours, location, and time frame of authorization). Document accurately all communications with staff.
• Ensure that all billing according to the client’s authorization is selected correctly in the electronic medical record service notes and provide feedback as needed.
• Oversee report due dates to ensure that staff are turning in reports in a timely manner and that reports are entered into the electronic medical record. Alert program leadership when documentation is not completed in a timely manner.
• Handle the authorization status of cases in conjunction with CCM to ensure that they are up to date.
• Track and submit monthly census reports for the individual IBHS 1:1 ABA program for EVS and insurance purposes.
• Update the electronic medical record with all identified pertinent information for staff and clients.
• Coordinate written correspondence with staff as directed.
• Track and aid in the dissemination of new policies/procedures to staff. Participate in the development of new policies as needed.
• Ensure compliance with all PHMC/CFA policies and procedures, including maintaining confidentiality and acting as a mandated reporter in accordance with the law, policies, and procedures.
• Maintain changes to policy and procedure manual as needed under the direction of ABA program leadership.
• Provide support and assistance to staff regarding computer databases, form locations, etc.
• Update and maintain all shared file spreadsheets according to program needs as directed by ABA program leadership.
• Support the Training Specialist with credentialing for new hires in IBHS 1:1 ABA programs.

Staff Leadership

• Fosters a strengths-based, trauma-informed, accountable, committed, and motivating environment
• Establishes and holds staff responsible for helping create a climate that attracts, retains, and motivates high performance and adherence to the ABA treatment model
• Models traits of a responsible team member by executing job responsibilities, open communication, and good follow-through; supports team members to do the same
• Responds promptly to the concerns and interests of the clients, parents, guardians, funding entities, and other staff

Contributing to the Team

• Participates in regular meetings with staff to ensure that priorities are clear, coordination is good, and communication is open; develops additional methods for ongoing effective communication
• Cooperates and communicates as a multidisciplinary staff team member through formal meetings, informal consultations, and committee participation

Administrative Activities

• Implements all documentation requirements and ensures that reports are complete, thorough, timely, and written in the prescribed format; ensures that staff do the same
• Performs other duties as assigned

SKILLS:

• Ability to communicate effectively, both verbally and in writing, with a broad variety of people, including other team members and management
• Ability to provide constructive feedback while modeling PHMC/CFA core competencies
• Ability to maintain appropriate professional boundaries and confidentiality
• Knowledgeable in Applied Behavior Analysis
• Knowledgeable in crisis intervention and management
• Ability to effectively manage multiple tasks simultaneously
• Ability to be flexible, based on the needs of the department
• Computer competence and experience with Microsoft Word, Excel, Outlook, and other programs as needed
• Familiarity with basic clinical documentation practices
• Familiarity with managed care organizations, especially CBH and the Department of Behavioral Health

QUALIFICATIONS:

• Bachelor’s degree required in psychology, behavioral science, sociology, education, social work, counseling, or related field
• Preferred: Four years of experience working in the behavioral/mental health field
• Preferred: Two years of experience working in the Applied Behavior Analysis field

CLEARANCES: Valid PA Childline, PA Criminal History, FBI, and medical clearances, as well as any other clearances required by the agency or contractors

COMPENSATION:

• PHMC Salary Grade 17
• Competitive salary based on experience
• Excellent benefits package

PHMC is an Equal Opportunity and E-Verify Employer.

Qualifications Skills Preferred Organized Advanced Project Management Some Knowledge Operations Analysis Some Knowledge Behaviors Preferred Dedicated: Devoted to a task or purpose with loyalty or integrity Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well Leader: Inspires teammates to follow them Education Required Bachelors or better. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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