ABA Clinic Office Manager

Fiesta Health•McDonough, GA

16h•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 6 and under. The Office Manager oversees administrative and operational tasks, including client scheduling, billing and insurance activities, recordkeeping, regulatory compliance, and support for clinical staff. The role also supports client intake and family communications and helps ensure the clinic is well-maintained. 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 to support efficient operations and high-quality service delivery. Fiesta Health provides comprehensive training, guidance, and ongoing support. This key role contributes to a positive, welcoming, and supportive environment for clients, families, and staff.

Requirements

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 improvements.
Previous experience in healthcare management or a related field.
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 and the ability to manage internal team dynamics and external family and patient relations.
High level of professionalism and courtesy when dealing with staff, patients, and families.
Proficiency with scheduling software and office administrative tools.
Ability to handle sensitive medical information discreetly and in compliance with HIPAA privacy requirements.
Strong attention to detail, particularly in billing and authorization management.
Ability to follow processes and instructions accurately.

Responsibilities

Create, manage, and maintain clinical schedules for medical staff, ensuring sufficient coverage for patient appointments and sessions.
Revise and distribute daily schedules to RBTs, BCBAs, and families by 9:00 AM, and finalize session cancellations when staff census is low by 9:30 AM.
Schedule client start dates and update client pick-up appointments.
Assign new clients in collaboration with BCBAs and the RBT Lead or RBT Manager.
Coordinate assessments for new and existing clients and ensure they are scheduled and completed in a timely manner.
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 and ensure timely signatures for daily billing.
Facilitate communication between clinical staff and families to address concerns, escalating issues as needed.
Provide daily clinic updates to Executives, the Operations Manager, and teammates.
Review PTO requests and approve or deny them based on staffing needs; communicate denials clearly and promptly.
Create and manage purchase orders, track supplies, and communicate supply needs to staff.
Revise billable sessions to accurately match the schedule within 24 hours for billing purposes.
Assist with reviewing clinical staff payroll to ensure hours worked and session times are accurate.
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 record and file receipts.
Offboard employees as needed and complete required paperwork and procedures.
Perform administrative tasks as needed to support clinic operations.
Oversee clinic cleanliness and organization and ensure materials are in good condition and properly stored.
Coordinate office management and facility upkeep, including carpet cleaning and other ad hoc requests.
Coordinate new-hire onboarding and training on clinic policies, procedures, and protocols.
Encourage a positive, collaborative staff environment and adherence to clinic processes and standards.
Assist with special projects and clinic events, including pricing staff uniforms, maintaining adequate stock, and coordinating the annual Christmas party and other team-building events.
Collaborate with the Operations Team on service reporting, clinic performance tracking, and workflow and process improvements.
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 report regularly to Operations and Executive Leadership to support staffing, scheduling, and operational decisions.