Office Manager

ACI Learning Centers offer center-based ABA services with an emphasis on verbal behavior for individuals ages 2-21 diagnosed with an autism spectrum disorder, developmental disabilities, or challenging behavior.

Our team of expert RBTs, BCaBAs, and BCBAs take advantage of a child's motivation to embed learning opportunities to teach functional language, play and social skills, as well as activities of daily living. Our team takes a functional approach to reducing and replacing problem behavior as well as generalizing teaching procedures and expectations to parents through our weekly parent training sessions.

ACI is always looking for dedicated, passionate, and driven professionals to become part of our dynamic and collaborative team!

POSITION:

• We are looking for full-time Office Manager at our Colorado Springs, CO center.

REASONS TO JOIN THE ACI TEAM:

• Work-Life Balance
  • Our centers are open Monday-Friday from 8:30-4:30pm. Your schedule is already set!
• State Of The Art Facilities
  • Our large open spaces, incredible offices and play areas allow for a team based environment and great learning space for our kids!
• Environmentally Friendly
  • ACI has transitioned to digital data collection and paperless billing systems!
• Collaborative Environment
  • With a team of 30+ counting board certified personnel, support for any issue is a phone call, email, or office away. Together our team of clinical and administrative staff allow you to focus on the job at hand with support any time you need it!
• Continuing Education And Professional Growth
  • We offer supervision hours for those in their BCBA and BCaBA coursework as well as Master's program for Applied Behavioral Analysis, as well as continuing education units for all currently certified staff.
• Compensation And Benefits Package
  • We offer medical coverage, dental, vision and life insurance benefits. We also provide 401K benefits with matching funds. In addition we offer paid vacation for all positions as well as paid sick time, and paid holidays for all salaried positions.

RESPONSIBILITIES:

• Receive office visitors, directs visitors to appropriate personnel in accordance with HIPAA Compliance. Answers telephone ascertain nature of calls and determines if personnel is available to receive calls. Conducts follow up calls and parent coordination as required. Refers caller to other personnel as required and appropriate in nature. Personally, answer routine request for information or assistance. Maintains Microsoft Calendar and makes appointments via Central Reach and Outlook for Clinical Supervisors, Director, and self. Reminds staff of upcoming meetings. Controls incoming and outgoing administrative, policy, methodology, and test documentation. Maintain the share drive, SharePoint, and monitors suspense actions to ensure actions are completed on time. Maintains a register of information on incoming and outgoing personnel for manpower reporting purposes. Complies and consolidates data for periodic and special administrative type report using authorized data processing equipment and appropriate software.
• Follows up on pending actions and keeps supervisor informed. Secures and provides supervisor with weekly clinical data in regard to clinical attendance, caseload management, credentialing, Patients out, staffing hours, and any other information pertinent on maintain clinical workflow. Gathers necessary data and technical material from Daily Availability Spreadsheet in addition to Central Reach billing reporting system. Information is collected on own initiative; selects, complies, and prepares in final form with salient points of collects subject matter outline for supervisor.
• Responsible for Clinic Schedule Management, complete daily schedule for all Patients and therapists. Ensure coding compliance is managed effectively prior to the start of each day, and updates Daily Availability to correlate with schedule. Responsible of management of reoccurring appointments, Patient schedule management, schedule changes, and trimester scheduling. Complies and reconciles daily schedule in addition to billing & coding for each Patient and therapist. Conduct daily reviews of billing conversions, proper code checks, and billing audit. Collaborates with billing department on status of billing and conversions daily.
• Management of Daily Availability Trackers, Computer Tracker, Staff Management, Credentialing, Anniversaries, Birthdays, Payroll, Leave Trackers, PDDBi Trackers, Receipt Management, Late Fee Assessments, Patient Intake, as well as Requisitions.
• Appointment scheduling for Patient, tours, assessments, and interviews. Participates in Interviews, Tours, and Patient Assessments. Follows up with identified headquarters personnel regarding onboarding, interviews, Patient intake, and insurance liaison as appropriate.
• Management of time and attendance records utilizing ADP Workforce Solutions. Included but not limited to time off requests, timecard review and approval, training and collection of information for onboarding new hires to designated payroll system. Oversees staff accountability records utilizing Central Reach scheduling system. Reviewing or entering codes for staff to correlate with ADP.  Maintains hourly and salary leave tracker for each staff member, reconciles each pay period to ensure payroll audit is conducted properly for Central Reach, ADP, and Excel Staff Leave Tracker.
• Maintains clinical oversight on requisition needed for administrative and clinical needs in clinic. Develops an active list and purchase items according to ACI policy and within parameters developed for clinic. Maintains an understanding of what supplies are utilized and how they are utilized. Stays within inventory control limits and maintains oversight of clinical monthly budget spent of requisition.
• Processes all incident report form (patients and staff injury) in accordance to ACI Policy. Communicates effectively with HQ staff as well as parents as needed. Confirms proper treatment was received, scan necessary information to Patients file, and update Headquarter Personnel on injury.
• Quarterly conducts clinic site reviews to ensure safety of clinic is meeting staff and Patient expectations. Maintains clinic service requests. Managements of maintenance service request enters necessary service needs on SmartSheet, provides pictures and detailed description of needs, and coordinates for service with proper personnel and/or outside service providers.
• Assistance with intake process, maintain Patient meta data profile upon assessment. Responsible for collecting pertinent healthcare insurance, health history, authorization for care, proper identification, admissions packet, 1500 form, and any other information for consent for treatment at Autism Concepts Inc. Maintains Patient profile on Central Reach and updates necessary information upon assessment, annually, and whenever changes occur. Assists in evaluating patient’s eligibility for treatment.
• Responsible for dissemination of information to appropriate personnel. Takes notes and assists in preparing weekly staff meeting agenda for appropriate action or information. Prepares letters, memorandums, work orders, bulletins, and other miscellaneous material for distribution to staff and or patients. Edits material to be typed for completeness, continuity, correct format, grammar, punctuation, spelling, and clarity of expression. It is the Healthcare Operations Manager to maintain correct assembly and routing of any publications.
• Maintains responsibility for patients and human resource files in compliance with HIPAA and regulatory guidance from ACI. Information is to be safeguarded at all times and only the need to know should have access. Management of files is at the responsibility of the Healthcare Operations Manager, and should keep Central Reach, Shared Drive, and SharePoint up to date with necessary information for functional flow for daily activities. Disposal of files should occur periodically, and employee should follow ACI policy in disposing of records appropriately. The same efforts should be made if comments, updates to records, and corrections occur.
• Responsible for distribution of mail. Healthcare Operations Manager must maintain distribution from USPS, UPS, FedEx, and any other delivery services. Routes distribution to include digital mail to appropriate personnel. Maintains control of suspense items and follow up to ensure distribution efforts are met.
• Responsible for oversight of outside contractors to include but not limited to cleaning companies, plumbers, HVAC, and Fire Safety. Completes reports and communicates with company and headquarters when company fails to comply with standardization efforts. Completes daily walk through of clinic to ensure clinic management to include all areas are maintained and ready for business. When necessary Healthcare Operations Manager may be required to conduct light building maintenance (touch up paint, hanging pictures, toilet plunging, light bulb replacement, etc.).
• Complies a clinical staff chore chart and rotates chores on a standard basis. Responsible for final oversight and provides feedback and modeling when not completing chore to standard. If necessary, Healthcare Operations Manager will write ESP process for any staff member with continued failed compliance.
• Responsible for daily maintenance of Playroom. Completes quarterly inventory of room to ensure items are available for programming for patients. Completes requisitions list and remove any unrelated Playroom toys from room. Responsible for notifying Healthcare Operations Director of any missing or damaged toys for replacement. 
• Maintains oversight on staff operations of the clinic. Ensure compliance with employee manual, payroll, documentation, dress code, communication, responsibilities, and time off requests. Provides feedback to staff in regard to any operations related task non-clinical. If necessary, implement ESP process for staff consistent communication should occur between Director and Healthcare Operations Manager in regard to clinical matter. Healthcare Operations Director and Human Resources should be informed of all ESPs. ESP document should be in a file available for limited access.
• Responsible for Onboarding All New Employees. Consistent communication should occur with Human Resources regarding manpower. Knowledge of onboarding process as well as document collection process. Responsible for registering new employee account in BACB, NPI, GroupMe, Click Send, ADP, review of responsibilities, expectations, kindle assignments, Central Reach Overview, Employee Manual Review, Update Employee Tracker, Staff Tracker/Birthdays, and notification of weekly staff meetings. Explains all assignments to the employee as well as supervision and evaluation process.
• Carries out the day to day work of the office to include any Change of Status forms needed for employees. Updates Human Resources, Health Operations Director, PCM Manager, Director, and Clinical Team of Terminated/Resignation Employees. Deletes reoccurring appointments in Central Reach and send exit survey in Central Reach. Change of Status form for Active Employees are sent to Director and Human Resources Only. Maintains a log of COS, calendar invites to appropriate personnel.
• Maintains compliance tracker and mandatory licensure for all RBT, BCaBA, BCBA, and QASP. Ensures staff are notified of upcoming expirations and notify Director and staff member at least a month prior to expiration. This includes management of CPR, BLS, and NPI Numbers.  Communicates a clear management of expectations of clinical licensure allowing maximum reaction time for assigned personnel.
• Periodically serves as a preceptor of office and clinical personnel for operations procedures and policies within the clinic.
• Knowledge of Autism Concepts Incorporated Mission, Vision, and Values. Fosters a shared vision to help facilitate a positive culture for building relationships, compassionate care, and collaboration.
• Exhibits knowledge of policies and procedures. Includes: Autism Concepts Employee Manuel, HIPAA, Rights Law, State Law in Which you Operate, control of patient information, referring visitors and phone calls, etc.
• Performs other duties as assigned.

OTHER:

• Skilled in operating a computer with proficient with computer use including Microsoft Word, Outlook, SharePoint, Skype, and Excel.
• Ability to work with other support personnel in other to anticipate needs not stated or ramifications not obviously present.
• Professional interactions
• Ability to handle multiple tasks, in various related step, processes or methods.
• Strong organization skills
• Work is primary sedentary in nature, but requires some walking, standing, bending, twisting, and carrying items that could weight in excess of 25lbs. Also, constant computer use requires continuous fine manipulation of hands.

MINIMUM REQUIREMENTS:

• No ABA Experience Required
• Administrative Experience Required
• Bachelor’s Degree or Higher Preferred
• Supervisory Experience Preferred
• Medical Experience Required