Are you the person who keeps all the moving pieces moving?
Keystone Behavioral Consultation is adding a Clinic Operations Manager who thrives on organization, takes ownership of the details, and knows that strong systems behind the scenes make exceptional client care possible.
This role is for someone who can see the big picture while never losing sight of the details; keeping schedules accurate, deadlines on track, billing and insurance processes moving, and clinic operations running smoothly. You'll work alongside a team that is passionate about supporting children, families, and one another while helping build the systems needed for our growing ABA clinic.
If you love creating order, solving problems, and being the person others can count on to make things happen, we'd love to meet you.
POSITION SUMMARY
The Clinic Operations Manager is responsible for the organization, coordination, and oversight of the day-to-day administrative and operational functions of the ABA clinic. This position ensures that scheduling, billing processes, insurance requirements, administrative deadlines, operational systems, and clinic workflows are completed accurately and consistently.
The Clinic Operations Manager serves as the primary point of accountability for clinic operations and works closely with clinical leadership to ensure administrative systems support effective and efficient service delivery.
This position works collaboratively with the Employee Engagement and Workforce Manager, who focuses on employee relationships, engagement, personnel tracking, recognition, and the employee onboarding experience. The Clinic Operations Manager maintains responsibility for operational execution and administrative readiness, while clinical supervisors maintain responsibility for clinical programming, treatment integrity, and clinical staff competency.
CLINIC OPERATIONS & ADMINISTRATIVE OVERSIGHT
· Oversee daily administrative operations of the clinic.
· Maintain organized and effective operational systems.
· Ensure administrative tasks are completed according to established deadlines.
· Identify operational barriers and communicate concerns to leadership.
· Develop and maintain administrative workflows that support clinic growth.
· Monitor completion of assigned operational responsibilities.
· Coordinate with clinical leadership regarding operational needs affecting service delivery.
· Identify inefficiencies and recommend improvements to clinic systems and processes.
· Maintain confidentiality of client, employee, billing, and organizational information.
SCHEDULING & CAPACITY MANAGEMENT
· Maintain accurate client and staff schedules and review schedules daily for accuracy.
· Process schedule changes, cancellations, appointments, and staff call-outs.
· Coordinate appropriate coverage when staffing changes occur.
· Monitor staff availability, client attendance, cancellations, utilization, and available capacity.
· Identify scheduling conflicts before they affect service delivery.
· Communicate schedule changes to appropriate team members.
· Assist leadership with determining when additional staffing or client capacity is available.
· Ensure scheduling practices align with client authorizations and operational requirements.
BILLING & REVENUE-CYCLE OPERATIONS
· Review documentation necessary for billing and verify session dates, times, service information, and required administrative components.
· Identify missing or incomplete documentation that prevents billing and communicate discrepancies to the appropriate team member.
· Prepare and submit claims according to clinic procedures and established deadlines.
· Maintain billing tracking systems and monitor claim submission deadlines.
· Track outstanding claims and payer responses, coordinating corrections and resubmissions when appropriate.
· Maintain accurate records of submitted claims and reconcile payments and outstanding balances according to established procedures.
· Communicate significant billing concerns to leadership and coordinate with outside billing, accounting, or financial partners as applicable.
INSURANCE ELIGIBILITY & AUTHORIZATION TRACKING
· Verify client insurance eligibility according to clinic procedures and maintain current insurance information.
· Track authorization start and end dates and maintain authorization tracking systems.
· Identify upcoming authorization expirations and notify clinical leadership sufficiently in advance of deadlines.
· Coordinate administrative components of reauthorization submissions and submit required documentation when assigned.
· Track payer responses and maintain copies of authorization decisions and supporting documentation.
· Communicate changes in approved service levels to appropriate leadership and identify payer-related barriers that may interrupt services.
CLIENT INTAKE, REFERRALS & WAITLIST OPERATIONS
· Receive and organize incoming referrals and maintain referral tracking.
· Communicate with prospective families regarding administrative intake requirements.
· Send and track required intake paperwork.
· Maintain the clinic waitlist and conduct scheduled waitlist follow-up.
· Maintain accurate family contact information and track referral status from initial inquiry through intake.
· Coordinate insurance verification and administrative readiness for assessment and service initiation.
· Communicate potential openings to clinical leadership and maintain accurate client administrative files.
NEW-HIRE ADMINISTRATIVE & SYSTEMS SETUP
· Ensure required administrative employment documentation is received.
· Enter new employees into applicable clinic systems and establish appropriate scheduling-system access.
· Coordinate required email, calendar, software, and administrative accounts.
· Verify required credentials and documentation are available before scheduling employees when applicable.
· Ensure employees are correctly entered into operational systems and have the access required to perform assigned duties.
· Confirm operational readiness before an employee is independently placed on the clinic schedule.
· Communicate missing administrative requirements to the employee, Employee Engagement and Workforce Manager, and/or leadership as appropriate.
OPERATIONAL SYSTEMS MANAGEMENT
· Maintain administrative integrity across scheduling, practice-management, billing, insurance, documentation, communication, calendar, referral, and shared-file systems.
· Maintain accurate information across systems and identify discrepancies.
· Maintain appropriate administrative access and coordinate resolution of operational system issues.
· Develop consistent workflows for system use and maintain organized electronic administrative records.
· Train appropriate employees on administrative processes as assigned.
FINANCIAL & ACCOUNTING COORDINATION
· Organize requested financial documentation and provide required reports.
· Assist with payment reconciliation and maintain financial administrative records.
· Track outstanding administrative requests and provide requested documentation to the accountant/CPA.
· Communicate financial discrepancies to leadership and maintain appropriate separation between operational reporting and financial decision-making authority.
QUALIFICATIONS
Required
- Strong organizational and administrative skills.
- Demonstrated ability to manage multiple deadlines simultaneously.
- High level of attention to detail.
- Strong written and verbal communication skills.
- Ability to maintain confidential information.
- Ability to independently prioritize operational responsibilities.
- Demonstrated reliability and follow-through.
- Proficiency with electronic scheduling, documentation, and administrative systems.
- Ability to identify discrepancies and resolve operational problems.
- Ability to work collaboratively with clinical and administrative leadership.
Preferred
- Previous healthcare, behavioral health, ABA, medical-office, or clinic-administration experience.
- Experience with healthcare billing and insurance processes.
- Experience with insurance authorizations and eligibility.
- Experience managing employee and client scheduling.
- Experience with practice-management or electronic health-record systems.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Paid time off
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
