Center Operations Manager

5 days ago

East Stroudsburg, Pennsylvania, United States Matrix Behavior Solutions, LLC Full time
Job Description

Job Summary:

The Center Manager position is a critical role within Matrix Behavior Solutions, LLC, responsible for ensuring the smooth operation of our centers. This individual will provide exceptional customer service, manage front office operations, and perform various administrative tasks to support the success of our organization.

Key Responsibilities:

  • Center-Based Operations:
    • Perform various clerical tasks, including filing, faxing, copying, scanning, and printing of client documentation.
    • Manage center programs, including printing and filing documents, gathering materials for sessions, and maintaining emergency contact forms.
    • Ensure the center is clean and organized, including daily cleaning tasks and maintaining inventory of supplies.
    • Coordinate scheduling and cross-checking of sessions and groups.
    • Address client and staff issues under the supervision of the Director of Center Development.
    • Confirm center-based sessions for the following week by Friday.
    • Ensure paperwork copies are complete and available for staff daily.
    • Perform toileting tasks as needed.
  • Office Operations:
    • Provide exceptional customer service, including greeting visitors, answering phone calls, and responding to inquiries.
    • Manage the reception area, including maintaining a tidy and presentable space, and ensuring all necessary materials are available.
    • Provide basic and accurate information to clients and staff.
    • Receive, sort, and distribute daily mail and deliveries.
    • Maintain office security, including monitoring sign-in/sign-out logs and controlling access to the reception area.
    • Ensure all doctor and participating auxiliary treatment team members receive evaluation/written order invites.
    • Ensure all overflow from client files are stored and compartmentalized in the appropriate file.
    • Adhere to security measures and HIPAA Rule changes within the office setting.
    • Ensure supervisor is aware of front office supplies in need or running low.
    • Update calendars and schedule meetings across various digital platforms.
    • Keep updated records of scheduled appointments, cancellations, and missing documentation.
    • In the event of a data breach or HIPAA violation, notify the Compliance Officer and enforce actions to prevent future occurrences.
    • Adhere to insurance regulations related to Manage Care guidelines and private insurance guidelines.
    • Schedule psychological evaluations/written orders.
    • Work in tandem with Case Management regarding scheduling needs.
    • Work in tandem with Office Analysts & Office Managers regarding office-based needs.
    • Cross-reference clinical paperwork for accuracy of completion, adherence to deadlines, and follow-up calls with error corrections.
    • Ensure 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 accepting 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.
  • Insurance Responsibilities:
    • Properly complete all steps required for intakes for new clients, including receiving intake calls and calling parents/caregivers who have requested services through Matrix Behavior Solutions website.
    • Handle new intakes and promptly schedule them.
    • For all intake clients, obtain a copy of the front and back of all insurance cards, including Medical Assistance and any other private insurance.
    • Notify management of any clients with private insurance.
    • Perform regular MA checks by Wednesday each week.
    • The insurance checks should include documenting all insurances listed for the clients, including 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, preferably in human services, with a demonstrated commitment to customer service.
  • Professional or personal experience supporting individuals with disabilities, mental illnesses, or challenging behaviors is 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.

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