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ABA Center Manager
1 month ago
Position Function: The Center Manager (CM) position works to improve center-based operations across the company as well as managerial tasks within the Center and their respective Office setting. We are seeking an enthusiastic and motivated individual A CM will attend to a variety of responsibilities that often require multitasking and time-management skills, with the ability to always prioritize tasks. Additionally, as a CM you will need to function as a customer service representative of the company. At times, an CM will need to greet clients, family members of clients, staff members, insurance representatives and answer phone calls (i.e., in-bound & out-bound), schedule appointments, run errands, while maintaining professional composure and courtesy throughout interactions with current/potential clients and staff members. The CM will directly report to the Director of Center Development and at times the Director of Operations. The Center Manager will engage in community outreach to ensure marketing and intakes come in to keep the center staffed and enrolled.
Roles/Responsibilities: A Center Manager is responsible for, but not limited to the following:
Center-Based Specific Responsibilities:
- Performing clerical responsibilities - particularly related to filing, faxing, copying, scanning, and printing of clientele documentation, insurance company documentation, and/or clinical documentation provided by staff members of Matrix Behavior Solutions, LLC programs. Additional tasks may include:
- Print and file Center programs (*NOTE: Save in Dropbox).
- Gather materials for upcoming session(s).
- Emergency Contact Form (*NOTE: Save in Dropbox updates - if necessary).
- Grocery/Item orders for Center and respective Office(s).
- Basic daily cleaning tasks (i.e., Ensure paper towels and toilet paper in bathrooms, toilets are clean, nothing on the floors, new garbage bags, and therapy rooms are thoroughly cleaned, and items are stowed away).
- Crosscheck and reference scheduling for following week(s) daily.
- Crosscheck and reference creating new groups as needed.
- Immediately address family/client and staff member(s) with any issues under the direct supervision of the Director of Center Development.
- Will contact all new families scheduled for center-based services (i.e., invite staff for tours and answer any inquiries).
- Confirm center-based sessions for the following week by Friday (i.e., confirmations may change daily due to schedule conflicts and need to be revised as needed).
- Ensure paperwork copies are full and available for staff daily.
- Toileting tasks (contingent on client's needs) may include the change of undergarments and washing and drying of soiled laundry.
Office Specific Responsibilities:
- Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
- Answering screening and forwarding incoming phone calls.
- Ensure reception area is tidy and presentable, with all necessary stationery material are maintained (e.g., pens, forms, clinical documents, and brochures).
- Provide basic and accurate information in-person and via phone/email.
- Receive, sort, and distribute daily mail/deliveries.
- Maintain office security by following safety procedures and controlling access via the reception area (e.g., monitor sign-in/sign-out logbook).
- Ensure all doctor and participating auxiliary treatment team members receive evaluation/written order invites (i.e., faxed for all re-evaluations for coordination of care purposes). *NOTE: Please ensure date and time are documented on fax receipt.
- Ensure School Summaries receive evaluation/written order invites (i.e., faxed for all re-evaluations for coordination of care purposes). *NOTE: Please ensure date and time are documented on fax receipt.
- Ensure all overflow from client files are stored and compartmentalized in the appropriate file and accurately specified accordingly.
- Adherence to managing and implementing the Security Rule safety measures and any HIPAA Rule changes within the office setting (e.g., documents left out in the open or on the company printer must be removed and stored in the appropriate location).
- Ensure your supervisor is aware of any front office supplies in need or running low and keep inventory of stock.
- Update calendars and schedule meetings across a variety of digital platforms.
- Keep updated records of scheduled appointments, cancelations, missing documentation, etc.
- In the event of any data breach(es), HIPAA violations, ensure notification of Compliance Officer and enforce actions to prevent future occurrences.
- Adherence to insurance regulations related to Manage Care guidelines, as well as private insurance guidelines.
- Scheduling psychological evaluations/written orders.
- Working in tandem with Case Management regarding scheduling needs.
- Working in tandem with Office Analysts & Office Managers regarding office-based needs.
- Cross referencing clinical paperwork for accuracy of completion, adherence to deadlines, and follow-up calls with error corrections.
- Ensures appropriate professional boundaries with staff members, clients, parents, guardians, co-caregivers, teachers, and community officials.
- Center Managers must adhere to confidentiality of staff members and clients.
- Effective communication with colleagues, supervisors, and all appropriate parties.
- Comply with all Matrix Behavior Solutions, LLC paperwork and documentation in accordance with MCO regulations and company policy within designated timeframe
- Center Managers are open to accept new responsibilities and willing to work within their scope of competency, training, and education to ensure best outcomes and opportunities for Matrix Behavior Solutions, LLC.
- Drop off pamphlets, engage in community outreach, and communicate with other providers to ensure children maintain intakes and enrollment in center-based services
Specific Insurance Responsibilities:
- Properly complete all steps required for intakes for new clients (e.g., this includes receiving intake calls and calling parents/caregivers who have requested services through Matrix Behavior Solutions website).
- Handling new intakes and promptly having them scheduled.
- For all intake clients, get a copy of the front and back of all insurance cards. This includes Medical Assistance and any other private insurance.
- Notify management of any clients with private insurance.
- Perform regular MA checks (i.e., by Wednesday each week).
- The insurance checks should include documenting all insurances listed for the clients (e.g. insurance checks need to ensure all pertinent information is acquired and documented regarding MA and any private insurance).
Qualifications:
Individuals who function in this capacity must possess, at a minimum:
- High School Diploma or GED.
- 3+ years customer service experience (preferred, but not required), preferably in human services, possess demonstrated commitment to customer service.
- Professional or personal experience supporting individuals with disabilities, mental illnesses, or challenging behaviors highly preferred.
Minimum Skills and Abilities:
Individuals who function in this capacity, at a minimum must:
- Possess the ability to analyze complex issues and solve them correctly and creatively.
- Possess strong communication skills in both a verbal and written format.
- Possess the ability to meet established deadlines and schedules.
- Maintain confidentiality in all matters relating to staff members, clients, and the client's family.
- Be organized and efficient in the performance of their job.
- Implement corrective action relating to the various work situations when appropriate.
- Language proficiency: must have the capacity to create, read, and evaluate a variety of digital platforms.
- Ability to successfully reply to complicated questions that may occur from clients and/or families.
- Knowledge of mathematics: the capacity to comprehend and use basic mathematical concepts.
- Critical Thinking: the capacity to identify issues, gather information, establish facts, carry out efficient solutions, and arrive at reliable findings.
- Be culturally competent throughout workplace tasks and utilize professional delivery of information and communication to others.
Staff must have appropriate background checks, transcripts of their degree, and clearances to work in direct contact with children and adolescents (ACT 33, 34 and FBI clearances) and be able to participate in Medicaid and Medicare programs. Must also complete the NSOR (National Sex Offender Registry) Verification, as well as an active Mandated Reporting Certificate (Act 31).
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