ABA Clinic Office Manager

Fiesta Health•McDonough, GA

8d•Onsite

About The Position

Fiesta Health is seeking a highly organized, experienced, and technology-proficient ABA Clinic Office Manager to oversee daily operations at its newly established Autism Center in McDonough, Georgia. The center provides early intervention ABA services for children with autism ages six and under. The Office Manager oversees administrative and operational work, including client scheduling, billing and insurance tasks, accurate recordkeeping, regulatory compliance, and support for clinical staff. The role also assists with client intake, family communication, and clinic maintenance. Proficiency with technology, electronic health records, scheduling platforms, and healthcare management systems is essential. The Office Manager works closely with clinical leadership and team members, and receives comprehensive training, guidance, and ongoing support. Responsibilities include coordinating clinical schedules, client start dates, assessments, and case assignments; communicating with families, staff, and external partners; monitoring session notes and billing accuracy; managing PTO and staffing coverage; tracking authorizations and treatment documentation; supporting payroll review and office finances; coordinating onboarding; maintaining clinic facilities and supplies; assisting with events and special projects; and reporting on utilization, productivity, and authorized service hours. The role also collaborates with the Operations Team to monitor clinic performance and improve workflows and service quality.

Requirements

Previous experience in healthcare management or a related field.
Experience managing utilization reports, productivity metrics, and authorization tracking in a healthcare, ABA, or behavioral health setting.
Strong analytical skills, including the ability to interpret utilization data and identify operational improvement opportunities.
Strong knowledge of medical terminology, procedures, and regulations.
Proficiency with electronic health record systems, such as Epic or Eaglesoft.
Familiarity with fiscal management principles, including budgeting and financial reporting.
Experience supervising clinical staff, including nurses or medical assistants.
Strong organizational, time-management, and multitasking abilities.
Excellent verbal and written communication skills, including the ability to manage internal team dynamics and external family and patient relations.
Professional and courteous communication with staff, patients, and families.
Proficiency with schedule management software and office administrative tools.
Ability to handle sensitive medical information discreetly and in compliance with HIPAA privacy regulations.
Strong attention to detail, particularly in billing and authorization management.
Ability to follow processes and instructions accurately.

Responsibilities

Create, manage, and maintain clinical schedules, ensuring adequate coverage for appointments and sessions.
Revise and distribute daily schedules to RBTs, BCBAs, and families by 9:00 AM, and finalize session cancellations by 9:30 AM when staff census is low.
Schedule client start dates and keep client pick-up appointments updated.
Assign new clients in collaboration with BCBAs and the RBT Lead or RBT Manager.
Coordinate assessments for new and existing clients and ensure timely scheduling and completion.
Serve as a professional point of contact for families, staff, and external partners by phone, email, and in person.
Follow up daily with staff about incomplete session notes to ensure timely signatures for billing.
Facilitate communication between clinical staff and families to resolve concerns, escalating issues as needed.
Provide daily updates to Executives, the Operations Manager, and teammates.
Review PTO requests based on staffing needs, make approval decisions, and communicate denials to employees and their managers.
Create and manage purchase orders and track required materials and supplies.
Revise billable sessions to accurately reflect the schedule within 24 hours.
Assist with reviewing clinical staff payroll to verify hours worked and session times.
Submit, coordinate, manage, and track patient authorizations for assessments and treatments, including required documentation.
Collect client approvals and signatures for medical documentation and treatment plans.
Pay office bills and properly record and file receipts.
Offboard employees as needed, completing required paperwork and procedures.
Provide administrative support for clinic operations.
Oversee clinic cleanliness, organization, materials, and storage; coordinate office logistics and facility upkeep, including carpet cleaning and ad hoc requests.
Coordinate new-hire onboarding and training on clinic policies, procedures, and protocols.
Foster a positive and collaborative staff environment and encourage adherence to clinic processes and standards.
Assist with clinic events, initiatives, uniform pricing and stock, the annual staff Christmas Party, and other team-building events.
Collaborate with the Operations Team on service reporting, clinic performance tracking, and workflow improvement suggestions.
Ensure office processes are followed and recommend improvements to efficiency and service quality.
Maintain daily, weekly, and monthly utilization reports tracking client utilization, staff productivity, and authorized service hours.
Monitor utilization trends and provide regular reports to Operations and Executive Leadership to support staffing, scheduling, and operational decisions.