About Aion Therapy Portland
Aion Therapy is a mission-driven mental health agency committed to delivering exceptional client care while creating a sustainable, supportive environment where clinicians can thrive professionally. Our work is grounded in collaboration, operational excellence, and a deep commitment to reducing the administrative burden on clinicians so they can focus on what matters most—providing high-quality care. As we continue to grow, we are investing in the systems, people, and infrastructure that will support our next chapter.
Position Overview
In response to the increasingly complex and aggressive utilization reviews by major insurance payers, we are seeking a seasoned Outpatient Supervisor, Clinical Supervisor, or Program Manager to join our administrative team as the Director of Quality Assurance & Provider Support.
Reporting directly to the Executive Director & Founder, this W-2 role serves as an internal protective shield for our 90 providers. You will partner directly with clinicians, helping them refine their mental health charting, manage technical workflows, and leverage Feedback-Informed Treatment (FIT) data—specifically the Outcome Rating Scale (ORS) and Session Rating Scale (SRS). Your primary mission is to robustly defend medical necessity, protect clinician income, enforce administrative excellence, and insulate the agency from external insurance audit clawbacks—specifically within the CareOregon (Medicaid Managed Care), Kaiser Permanente, and commercial behavioral health frameworks.
Duties & Responsibilities
1. Peer Consultation, Staff Onboarding & EHR Support (50%)
- EHR Onboarding Ownership: Serve as the primary, high-contact onboarding guide for all incoming clinicians, training them on how to navigate Sessions Health specifically for charting, treatment planning, and configuring client portals.
- The Documentation "Go-To": Act as the agency’s internal subject-matter expert and frontline support for existing clinicians regarding anything related to clinical documentation workflows, template selection, and software troubleshooting within Sessions Health.
- Timeliness Advocacy: Proactively track and monitor note-completion windows across our 90 clinicians. Connect 1:1 via video with therapists who fall behind to identify administrative bottlenecks, providing supportive coaching and workflows to ensure progress notes are completed in a timely, audit-compliant manner.
- Empowering Tapering Strategies: Train and coach clinicians on how to confidently utilize CareOregon’s primary care/episodic model. Teach providers how to utilize stable, positive ORS data to collaboratively and clinically celebrate client stabilization by gradually tapering session frequencies.
- FIT Utility Coaching: Provide warm, accessible coaching on administering and tracking the SRS/ORS scales, teaching providers how to weave these scores effortlessly into daily progress notes.
- Clinical Mapping Workshops: Guide clinicians in structuring time-limited "skills blocks" for chronic maintenance profiles (e.g., ADHD, Dysthymia), helping them thoroughly map out intersecting functional impairments while fully honoring their unique therapeutic modality (somatic, psychodynamic, humanistic, behavioral, etc.).
2. Qualitative Chart Auditing & Compliance Tracking (35%)
- Consent & Compliance Monitoring: Conduct regular account audits to verify that all active client charts contain up-to-date, signed consents, disclosures, and practice policies. Alert clinicians immediately to missing or expiring paperwork to prevent compliance gaps.
- Clinical Documentation Advocacy: Review progress notes, intake assessments, and treatment plans in Sessions Health with a supportive, peer-to-peer eye. Ensure notes qualitatively capture active interventions and functional outcomes rather than reverting to passive "cloned note" audit traps.
- Audit Risk Identification: Monitor caseload data to proactively identify high-risk insurance audit profiles, such as standard, non-complex diagnoses remaining on an open-ended weekly schedule past six months without documented systemic complexity.
- Data-Driven Defense: Audit files to ensure the written clinical narrative qualitatively aligns with objective SRS/ORS data patterns, building an undeniable, audit-proof justification for the client's frequency of care.
- Administrative Documentation: Maintain clear, thorough, and encrypted digital records of audits performed, provider progress statuses, and compliance timelines.
3. Leadership & Systems Optimization (15%)
- Template Optimization & Control: Systematically collaborate with the Executive Director to design, build, and optimize custom, streamlined documentation and intake/consent templates directly inside Sessions Health. Ensure templates minimize clicking and typing time for clinicians while maximizing strict qualitative compliance.
- Maintaining a Non-Punitive Culture: Foster and champion a deeply collaborative QA culture where internal reviews are viewed by staff as an act of protection, professional care, and financial security.
- Contract Security: Monitor aggregate agency health data to safeguard Aion Therapy’s collective insurance contracts, providing a proactive feedback loop to leadership regarding compliance concerns or pattern shifts.
- Cross-Team Collaboration: Collaborate with administrative team members (Revenue Cycle Manager and Credentialing Manager) to effectively monitor and communicate provider needs and QA concerns, supporting continuity across the team for provider relationship management.
Technical & Remote Work Requirements
- Agency-Provided Hardware: Aion Therapy will provide an agency-managed, secure laptop equipped with required encrypted compliance software for all operational duties.
- Network Security Mandate: All work must be performed exclusively via a private, secure, and password-protected residential internet connection utilizing current wireless encryption (WPA2 or WPA3). Accessing the EHR or any document containing clinical metrics over unencrypted public Wi-Fi networks (e.g., coffee shops, hotels, libraries) is strictly prohibited.
- Access Controls: Maintain active Multi-Factor Authentication (MFA) on all corporate portals using a secure device approved by leadership and enforce a 5-minute inactivity screen lock.
- HIPAA Confidentiality: Must maintain a private, secure home workspace ensuring absolute visual and auditory confidentiality during telehealth staff consultations.
Qualifications & Skills
Required Education & Licensure:
- Master’s or Doctoral degree in Counseling, Social Work, Marriage and Family Therapy, or Psychology.
- Active, unrestricted independent behavioral health license in the State of Oregon (LCSW, LPC, LMFT, or PsyD) maintained in good standing.
Required Experience & Skills:
- Utilization & Insurer Familiarity: Minimum of 2 years of direct experience navigating qualitative mental health documentation reviews, insurance medical necessity criteria, or utilization management. Must deeply understand the specific workflows and expectations of CareOregon (OHP) and Kaiser Permanente.
- Clinical Supervision/Leadership: Prior experience as an Outpatient Supervisor, Clinical Supervisor, Clinical Director, or Program Manager within a therapy or counseling environment.
- FIT Proficiency: Direct experience or robust training in Feedback-Informed Treatment (FIT), including the practical, clinical application of the SRS and ORS scales (or CORS/CSRS equivalents).
- EHR Super-User Capabilities: Advanced proficiency and comfort mastering Electronic Health Record (EHR) systems—specifically Sessions Health (or demonstrated ability to rapidly master new EHR platforms). Must possess the patience and clarity required to provide technical support and onboarding to clinicians with varying levels of technological comfort.
- Exceptional Peer Communication: Outstanding emotional intelligence with the absolute ability to translate complex, rigid insurance standards into supportive, accessible clinical concepts, providing feedback to peers in a way that respects their clinical autonomy.
- Administrative & Regulatory Knowledge: Mastery of documentation standards, regulatory requirements, and payer guidelines (e.g., medical necessity, coding fundamentals, compliance best practices).
- Attention to Detail: High attention to detail, organizational skills, and the ability to manage multiple charts, timeliness metrics, and consent updates in a fast-paced remote environment.
- Ethical Commitment: Absolute dedication to maintaining confidentiality, ethical standards, and a trauma-informed, culturally responsive perspective in all documentation and leadership practices.
Preferred Experience:
- Feedback-informed treatment (SRS/ORS scales): 1 year (Preferred)
- Outpatient psychotherapy practice: 2 years (Required)
Pay: $45.00 - $65.00 per hour
Benefits:
- Flexible schedule
- Paid time off
Application Question(s):
- Aion Therapy is a relational, supportive group practice of 90 telehealth clinicians who can understandably feel anxious or micromanaged during utilization reviews. This is a high-contact role; at least 50% of your time will be spent providing direct, 1:1 peer consultation, coaching, and live training workshops to help our therapists pivot their documentation and implement session tapering. Please describe your specific experience providing face-to-face or video consultation to licensed clinicians, and explain how you maintain a supportive, non-punitive relationship when delivering challenging compliance feedback.
Experience:
- feedback-informed treatment (SRS/ORS scales): 1 year (Preferred)
- outpatient psychotherapy: 2 years (Required)
License/Certification:
- behavioral health license (LCSW, LPC, LMFT, PsyD) (Required)
Work Location: Remote
