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Fiesta Health · 3 months ago

ABA Clinic Office Manager

Marietta, GA

Full-time

Onsite

Mid Level

Fiesta Health is seeking a highly organized and experienced Office Manager to oversee the daily operations of their new ABA Clinic. The Office Manager will be responsible for managing administrative and operational tasks, ensuring compliance with regulatory requirements, and supporting the clinical staff to create a positive environment for clients and staff.

ChildrenHealth CareMedicalTherapeutics

Responsibilities

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

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

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

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

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

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

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

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

Qualification

Healthcare managementElectronic health records (EHR)Medical terminologyFiscal managementStaff supervisionSchedule management softwareOrganizational skillsTime managementCommunication skillsAttention to detail