ABA Operations Administrator

Career Opportunities @Phmc•Philadelphia, PA

3d•Onsite

About The Position

The ABA Operations Administrator is responsible for the overall administrative management of the individual IBHS-ABA program. The Administrator manages the daily programmatic functioning of the individual IBHS-ABA program to ensure that the program runs smoothly, including motivating employees and monitoring internal processes and policies to maintain efficient workflow. The Administrator works in collaboration with ABA program leadership to ensure administrative adherence to program regulations, policies, and procedures. This position reports to the IBHS-ABA Clinical Director.

Requirements

Bachelor’s degree required in psychology, behavioral science, sociology, education, social work, counseling, or related field
Ability to communicate effectively, both verbally and in writing, with a broad variety of people, including other team members and management
Ability to provide constructive feedback while modeling PHMC/CFA core competencies
Ability to maintain appropriate professional boundaries and confidentiality
Knowledgeable in Applied Behavior Analysis
Knowledgeable in crisis intervention and management
Ability to effectively manage multiple tasks simultaneously
Ability to be flexible, based on the needs of the department
Computer competence and experience with Microsoft Word, Excel, Outlook, and other programs as needed
Familiarity with basic clinical documentation practices
Familiarity with managed care organizations, especially CBH and the Department of Behavioral Health
Valid PA Childline, PA Criminal History, FBI, and medical clearances, as well as any other clearances required by the agency or contractors

Nice To Haves

Four years of experience working in the behavioral/mental health field
Two years of experience working in the Applied Behavior Analysis field

Responsibilities

Assign BCBA, LBC, and BHT/RBT staff to cases. Monitor to ensure that assignments are appropriate. When a problem arises, alert clinical supervisors, including reassignment as indicated.
Serve as a BHT when clinical needs arise.
Coordinate individual IBHS-ABA BHT/RBT staff schedules daily, monitor callouts, and make changes to the schedule to accommodate time off requests/callouts.
Track and monitor the Time-Off Calendar and staff callouts/lateness for IBHS 1:1 ABA programs. Notify staff supervisors of attendance concerns.
Manage staff time-off requests and approve staff timesheets for IBHS 1:1 ABA programs.
Collaborate with and address concerns from parents, funders, and outside agencies regarding scheduling, staffing, etc.
Track and monitor client attendance records and address client attendance issues as indicated, in conjunction with clinical leadership.
Track and monitor the status of cases to ensure that authorizations are current. Communicate consistently and effectively with BCBAs, LBCs, and BHTs/RBTs regarding the current status of authorizations (i.e., hours, location, and time frame of authorization).
Document accurately all communications with staff.
Ensure that all billing according to the client’s authorization is selected correctly in the electronic medical record service notes and provide feedback as needed.
Oversee report due dates to ensure that staff are turning in reports in a timely manner and that reports are entered into the electronic medical record. Alert program leadership when documentation is not completed in a timely manner.
Handle the authorization status of cases in conjunction with CCM to ensure that they are up to date.
Track and submit monthly census reports for the individual IBHS 1:1 ABA program for EVS and insurance purposes.
Update the electronic medical record with all identified pertinent information for staff and clients.
Coordinate written correspondence with staff as directed.
Track and aid in the dissemination of new policies/procedures to staff. Participate in the development of new policies as needed.
Ensure compliance with all PHMC/CFA policies and procedures, including maintaining confidentiality and acting as a mandated reporter in accordance with the law, policies, and procedures.
Maintain changes to policy and procedure manual as needed under the direction of ABA program leadership.
Provide support and assistance to staff regarding computer databases, form locations, etc.
Update and maintain all shared file spreadsheets according to program needs as directed by ABA program leadership.
Support the Training Specialist with credentialing for new hires in IBHS 1:1 ABA programs.
Fosters a strengths-based, trauma-informed, accountable, committed, and motivating environment
Establishes and holds staff responsible for helping create a climate that attracts, retains, and motivates high performance and adherence to the ABA treatment model
Models traits of a responsible team member by executing job responsibilities, open communication, and good follow-through; supports team members to do the same
Responds promptly to the concerns and interests of the clients, parents, guardians, funding entities, and other staff
Participates in regular meetings with staff to ensure that priorities are clear, coordination is good, and communication is open; develops additional methods for ongoing effective communication
Cooperates and communicates as a multidisciplinary staff team member through formal meetings, informal consultations, and committee participation
Implements all documentation requirements and ensures that reports are complete, thorough, timely, and written in the prescribed format; ensures that staff do the same
Performs other duties as assigned