Clinical Operations Manager

7 months ago

Ottawa, Canada IHealthOX Full time

Ihealthox ABA Services is currently seeking a qualified Clinical Operations Manager to help guide the clinic and administratively directly impact the lives of our families with children on the Autism spectrum. This is a fulfilling position where you can expand your knowledge of ABA and clinical administration and provide managerial expertise with full-time hours.

POSITION OVERVIEW

This position reports directly to the Director of client services; in collaboration with the Clinical Director, the Operations Manager provides administrative support and guidance and manages the day-to-day operations of the assigned clinic. This position works directly with the Director of client services as the righthand to ensure the smooth functions of the clinic as a whole, providing all administrative support and management needed daily.

Responsibilities include, but are not limited to:

- Scheduling Registered Behavior Technicians (RBTs) and clients daily and managing a robust, dynamic schedule. This requires elevated critical thinking abilities as the schedule changes daily based on staff’s availability, caseload and client availability, which can change the day of.
- We provide administrative guidance and support to families during the intake & onboarding process, including providing information on our available services, collecting and appropriately storing necessary documents, and scheduling appointments as needed.
- Maintaining daily availability and staffing needs, projecting for new hires and overseeing employee time off requests as daily availability allows.
- Managing staffing needs, including projecting turnover, recruiting, hiring, and onboarding new employees and training, and ensuring competency and credentialing.
- Approving timesheets weekly, cross referencingIhealthox timekeeping system with making any corrections necessary to match the service plan and authorization of services, and staying in contact with the COO to properly adjust items as needed to run payroll. This will include the management of time off request approvals and denials.
- Ensuring staff timesheets are accurate, complete, and submitted before payroll deadlines.
- We are managing time off requests with case assignments.
- Auditing billable appointments every morning promptly, staying in communication with the Director of Billing to allow for daily billing of prior days' services.
- Understanding the data collection software (Central Reach), and mastery of this software is paramount to the success of this position.
- Assuring the clinic abides by privacy guidelines,
- Obtaining knowledge on all insurance companies we work with and the criteria they require for ABA providers to abide by and comply with.
- Understanding applicable insurance company policies.
- Responsible for the cleanliness of the clinic (delegated and directly), organization of the clinic, regular checks on functioning stimuli for clients and requesting replacements as necessary.
- Ensures the clinic is clean, organized, and well-maintained.
- Performing requisition orders for all supplies needed for the clinic to function properly and maintaining inventory checks periodically to satisfy the clinic's requirements.
- Onboarding therapists and screening
- Routinely checking and process mail, scanning all insurance documents to the Director of Insurance and all Accounts Payable to the CFO, scanning all checks to both as well as endorsing and depositing all checks as soon as received.
- Completing various forecasting spreadsheets, trackers and information routinely and as requested by the CEO, CFO or Clinical Director.
- Improving overall administrative function, efficiency and morale throughout the centre. This is achieved by assisting the Clinical Director in everything he/she may need while also effectively managing other staff members throughout the clinic positively and encouragingly. Other duties as assigned.
- Professionalism
- Maintaining and modelling a no-tolerance policy for gossip and negative statements about co-workers. Although venting frustrations is a common practice among co-workers, this must always be followed with a practical solution statement (e.g. "This person never converts her notes on time...let's see what the barriers are and help her eliminate those.").
- Directing issues to the COO or Director to escalate if needed
- Minimizing complaining and negativity by setting a good example for RBs and other employees
- Being solution-minded
- Arriving on-time with necessary materials prepared
- Maintaining appropriate dress, language, and positivity in the work environment
- Communication in a timely manner
Position Requirements
- Associates or bachelor’s in business related field (preferred)
- Experience with children, teens and young adults in clinic setting (preferred)
- Ability to provide managerial support to staff
- Creative and organised
- Strong work ethic
- Knowledge of Applied Behavior Analysis (strongly preferred)
- Experience with Central

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