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Office Manager

Company: GoalPoint Behavior Group
Location: Columbus
Posted on: August 15, 2019

Job Description:


Job title
Office Manger
Reports to
CEO
Collaborates with
Clinical Director
Supervises/Direct reports
Intake Coordinator,
Indirect Reports
Registered Behavior Tech, Clinical Program Specialist, Clinical Case Managers, Assistant Case Managers, Billing Specialist
Qualifications
Bachelors, 2+ years experience in administrative operations.
Job purpose
The position of office manager exists to provide administrative oversight and leadership on overall business operations of the center.
Duties and responsibilities

Key Responsibilities

Deliverables/outcomes
Management of Schedules


  • Create Daily schedule for clinical Staff in NPA Works (practice Management software)
  • Communicate final schedule to clinical director
  • Stay current on clinical teams and clients assigned to these teams to ensure the appropriate trained staff are scheduled with the correct client.
  • Calculate total billable hours per client team and evenly distribute those hours across the RBT level ( as reflected in the schedule), getting as close to 30 billable per week per RBT.
  • Accurately generate a schedule that includes at least a 30 minute lunch for RBT(s) /CPS(S) and two 15 minute breaks, or a consecutive hour.
  • Accurate place reoccurring appointments for supervision and training on the appropriate clinical staff member's schedule to ensure that both CPS and CM are achieving at least 15% ( a week) across all clients on their case load.
  • Accurate facilitate scheduling of caregiver training across each client with a goal of 1-2 hours per week.

    Hiring Staff

    • Post RBT positions via Better team (job boarding website)
    • Monitor incoming applications daily
    • Scheduling and conducting interviews for RBTs
    • Scheduling interviews for BCBAs with clinical director
    • Contact references of candidates that are of interest (only those who will be recommended for hire)
    • Communicate to Executive Assistant and CEO recommendation for hire with billable rate, training rate and proposed start date.
    • Communicate offer acceptance and start dates to clinical director (via email).

      Onboarding new staff

      • Run background check of new staff prior to start date (only after offer acceptance).
      • Schedule drug screening for new staff within the first 30 days of employment.
      • Complete oncoming staff member (RBT, CM, ACM) training binder for 3 week training ( reference training binder required documents)
      • Communicate to Clinical director start dates of training and outline of training schedule to ensure that the appropriate clinical staff are available to complete trainings.
      • Create log ins and password for all necessary systems (NPA Works, Gusto, Email, Relias)
      • Collect a copy of Social and DL.
      • Conduct Day 1 Policy and Procedures Orientation with new staff.
      • Review Contract with new staff and obtain the appropriate signatures.


        Managing Employee files.

        • Place all new hire documentation in Employee file ( Social, DL, Contract, emergency contact form).
        • Upload Background check, certifications, resume
        • Upload excel spreadsheet with occurrences
        • Upload all performance feedback

          Managing Intake Process


          • Design Operations Matrix with CEO and Clinical Director

            ( Max amount of billable hours needed for building vs Total billable hours for location).

            • Meet with CEO, Clinical director and Intake Coordinator to determine start dates for clients on boarding or exit dates for clients that are discharging.
            • Train Intake Coordinator on intake process.
            • Create and manage task analysis for each step of the intake process.
            • Coordinate onboarding of new client with intake coordinator and communicate onboarding/assessment to clinical director.
            • Monitor and manage waitlist with Intake Coordinator.


              Managing employees

              • Facilitate morale committee and employee retention efforts.
              • Conduct monthly 30 minute check in with staff to discuss concerns, provide updates on employee performance outside of clinical performance.
              • Upload documented evidence that 30 minute check in occurred with each staff .
              • Model a positive and supportive work environment.
              • Monitor staff call outs by being available by 7:30 am for call outs ( at least by phone)
              • Monitor employee occurrences and communicate occurrences to staff.
              • Create Center Newsletter, highlighting employees, center updates and results from center specific surveys.


                Managing Billing Processes

                • Assist with ensuring appeals and denials are addressed in a timely manner.
                • Assist with collaboration of intake coordinator and billing specialist. (accurate clinic note delivery)
                • Assist with training Billing Specialist in Practice Management Software for billing and Accounts receivable.


                  Managing Center Inventory

                  • Create an inventor list for Center in two categories ( Reoccurring inventory needs, Leisure items for clients/one time purchases)
                  • Reduce Inventory Costs

                    Customer Service/Parent Communication

                    • Communicate to caregivers center updates in a professional and positive manner.
                    • Schedule check ins with caregivers and clinical director to address concerns/updates.
                    • Send monthly satisfaction surveys to caregivers.

Keywords: GoalPoint Behavior Group, Columbus , Office Manager, Executive , Columbus, Georgia

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