Operations Manager Aba Clinic

7 months ago

Ottawa, Canada IHealthOX Full time

**Operations manager for ABA clinic**

Reports to: Area Operations Manager

Job Summary: The Operations Manager will oversee all day-to-day operations of Ihealthox ABA clinics. This position will work closely with the Board Certified Behavior Analysts/ Care coordinators / senior therapists. This position is full-time and primarily comprised of administrative duties.

**Responsibilities**:
- Collaborates with Board Certified Behavior Analyst in completing 90-Day/annual performance reviews of RBTs.
- Able to open the clinic at 8 am, Monday - Friday.
- Recruits and onboard RBTs and BCBAs to meet current client and referral needs.
- Performs orientation with new RBTs and assists with coordination of training for new RBTs.
- Effectively markets and attends community events when needed.
- Assists in scheduling RBTs in Ihealthox based off-site client schedules.
- Collaborates with Board Certified Behavior Analyst to ensure all clients have necessary and up-to-date documentation on file (i.e. diagnostic report(s), intake paperwork.
- Maintains up-to-date referral tracking and weekly communication with families awaiting services.
- Monitors expenses and budgets for the office.
- Submits payroll for all Ihealthox employees.
- Submits prior authorizations for treatment to various funding sources (i.e. private insurance, core, Ministry programs) ). Maintains staff expirations such as car insurance, CPR/First Aid certification, 90-day/annual evaluations, driver’s license, CPI, annual acknowledgements,
- background checks, medication administration training, TB certification, and RBT certification.
- Ensures all staff complies with company policies and procedures by providing feedback and corrective actions as needed.
- Assists with the client intake process.
- Ensures that the clinic maintains timely billing.
- Promptly resolves billing errors and submits needed documentation to the billing team.
- Performs weekly walkthroughs of the clinic to check for cleanliness, compliance with fire codes, potential repairs, and coordinates needed upkeep procedures/repairs.
- Assists staff with weekly cleaning duties.
- Ensures clinic is properly staffed with clinicians during operating hours.
- If needed, you may be asked to complete RBT Training and bill in RBT sessions.

**Requirements**:
Must have clean criminal background checks. Must be certified in CPR/First Aid and CPI (or complete training within 60 days of hire).-
- Must be available to work Monday-Friday, between 8am and 5pm.
- This position may require work outside of normal business hours.
- Must demonstrate excellent time management, punctuality, and reliability.
- Must have the ability to supervise others effectively and professionally. This includes but is not limited to providing positive and constructive feedback in an assertive yet dignifying way.
- Must have excellent organisational skills.
- Must be able to work and complete tasks under little supervision.
- Must be fluent with various funding sources (i.e. private insurance companies, Ministry, ) in order to complete authorizations for treatment.
- Must be dedicated to and supportive of the growth and success of Ihealthox
- Maintaining an RBT certification is preferable.
- Experience as an ST
- technology savvy google drive/ jane/ ASANA boards/ Bamboo/
- social media/ strong writer

Training/BT/Schedule-
- Updating the system keeping client information current and accurate consistently.
- Responding to client inquiries in a timely fashion.
- Interviewing, hiring, and ensuring that the appropriate training has been scheduled
- for employees. Provide support to RBT/BTs to promote job satisfaction & engagement.
- Provide regular check-ins throughout the day with staff to ensure well-being.
- Facilitates coverage for time off requests and cancellations by clients or staff.
- Complete the check-in and check-out procedure via pre-established check in/out process.
- Maintain a positive, problem-solving and supportive mindset.
- Communicate openly and directly with management regarding concerns or ideas.

communication/ events-
- Assist when assigned in Facebook Lives and lifestyle posts/ Blog posts/ webinar.
- Coordinating special events for the clinic: birthdays, holidays, in accordance with the set-forth budget
- Newsletter
- communication with families
- Assist's clinicians with program material creation.
- Assist's with organising and maintaining storage closets, cabinets, and drawers.
- Assists with sanitization of toys and materials.

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