Administrative Operations Specialist - Tahlequah

Pediatrics Plus•Tahlequah, OK

24d•$20

About The Position

We are currently seeking an Administrative Operations Specialist to join our team of highly qualified professionals that share our vision of Empowering Children to Conquer their World! This role provides customer service and administrative support for ABA and therapy operations through strategic development and ongoing management of team/child schedule through continual data analysis. The Administrative Operations Specialist serves as a liaison for communication between site and central admin teams and will be the primary communication to families interested in or participating in ABA and therapy services. What we offer: Competitive Pay Bonus Opportunities Paid Time Off Medical, Dental, & Vision Insurance State of the Art Facilities & Technology What you will do: Promote a friendly atmosphere for families, staff, and visitors. Understand internal processes required for a child to receive services. Receive phone calls for ABA and therapy operations answers questions/provides support as indicated or transfers calls to appropriate department. Check in children, family, and visitors and communicate with appropriate leadership regarding parent(s)/visitor(s). Assist in obtaining financial documents from families. Responsible for maintaining communication with Family Relations, Financial Service Coordination, and billing teams for caseload management, including intake, scripts, funding/funding changes, and prior authorization needs. Responsible for assisting director in reaching assigned metrics based on billables for the site. Maintain and analyze multiple Excel spreadsheets for patient management that cannot be analyzed through deTASO reporting. Monitor the prior authorization process for ABA services and current PA units remaining. Assist in communication with families when changes in funding occur. Schedule ABA services according to funding and adjust schedules based upon cancellations, no-shows, and other reasons. Monitor BCBA caseloads for efficiency in BT/RBT treatment, identifying caseload adjustments needed. Responsible for management of payroll and time off requests for BT/RBTs. Responsible for monitoring and tracking of the Occurrence Policy. Responsible for management of deTASO documentation corrections. Attend weekly one-on-one meeting with leader. Analyze daily, weekly, and monthly reports prior to one-on-one with Director. Proactively present solutions to areas of concern and initiates a remedy. Assist with external audits from any funding or credentialing entities. Complete internal quality assurance procedures as directed by administration. Assist with administration tasks such as filing, answering phones, management of working folders, and other tasks. Ability to uphold family policy and procedures per handbooks provided to family. Manage nonbillable RBT time through organization of projects, training, or other tasks as directed by ABA Team Leader, BCBAs, and/or site administration. Process ABA and therapy addendums, initial assessments, reassessments, and discharges through paperwork process to documentation coordination (Stack process). Assist with ordering and distribution of ABA and Therapy supplies. Monitor and facilitate BT to RBT certification process, recertification, and CPR requirements. Monitor monthly supervision requirements per regulatory boards and funding for supervision of RBT and supervision of RBT and supervision of child. Complete monthly expense report as needed. Assist with and/or completes BT/RBT interviews as needed. Organize and/or assist with BT/RBT onboarding as directed by Director. Update deTASO and appropriate team members as needed for funding changes, Rx changes, EI, and any other changes. Order and stock supplies as needed. Conduct daily opening/closing procedures. Fulfill all requests for medical records. Check mail daily and distribute as appropriate. Complete daily, weekly, and monthly tasks and reporting as outlined. Receive and process payments for evaluations and assessments. Manage waiting list through communication with the family on the status of therapy. Assist with management of therapy caseloads at specified times as guided and directed by the Director. Assist in communication with families and Financial Services Coordination when changes in funding occur. Understand various funding sources for therapy. Assist in explaining and obtaining financial documents from families. Assist site administrative team in planning events for the site. Communicate any needs or concerns with administration. Uphold and incorporate the core values, mission, and philosophy of Pediatrics Plus into all job responsibilities. Display an understanding of the leadership and management style of Pediatrics Plus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

High School Diploma or equivalent.
Ability to communicate effectively and professionally with a wide variety of people.
Must be able to work with children birth to age 21 and families who are at risk.
Strong organizational skills with attention to detail and accuracy.
Basic computer skills which include a working knowledge of keyboarding, database, word processing, spreadsheet, and Internet software.
Ability to handle multiple tasks in a very busy environment.
Ability to read and interpret documents such as safety rules, policies, and other company documents.
Ability to author routine reports and correspondence.
Ability to speak effectively before groups of families or employees of the organization.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Reports for work dressed appropriately and complies with company policies regarding the dress code.
Ability to maintain regular and punctual attendance.
Ability to complete tasks in a timely manner.
While performing the duties of this job, the employee is frequently required to accurately communicate information and ideas so others will understand through sight and hearing.
The employee is regularly required to move including walking, running, jumping, and sitting.
The employee is regularly required to use hands and fingers to handle, lift, reach, and feel.
The employee is frequently required to stand and stoop, twist, bend, kneel, crouch, or crawl.
The employee must frequently lift and/or move up to 50 pounds.
Specific vision abilities required by this job include near and distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
The employee must be comfortable around standard farm animals, including minimal allergies to touching, smelling, feeding, and engaging with animals.

Nice To Haves

Bachelor's Degree, preferred.

Responsibilities

Promote a friendly atmosphere for families, staff, and visitors.
Understand internal processes required for a child to receive services.
Receive phone calls for ABA and therapy operations answers questions/provides support as indicated or transfers calls to appropriate department.
Check in children, family, and visitors and communicate with appropriate leadership regarding parent(s)/visitor(s).
Assist in obtaining financial documents from families.
Responsible for maintaining communication with Family Relations, Financial Service Coordination, and billing teams for caseload management, including intake, scripts, funding/funding changes, and prior authorization needs.
Responsible for assisting director in reaching assigned metrics based on billables for the site.
Maintain and analyze multiple Excel spreadsheets for patient management that cannot be analyzed through deTASO reporting.
Monitor the prior authorization process for ABA services and current PA units remaining.
Assist in communication with families when changes in funding occur.
Schedule ABA services according to funding and adjust schedules based upon cancellations, no-shows, and other reasons.
Monitor BCBA caseloads for efficiency in BT/RBT treatment, identifying caseload adjustments needed.
Responsible for management of payroll and time off requests for BT/RBTs.
Responsible for monitoring and tracking of the Occurrence Policy.
Responsible for management of deTASO documentation corrections.
Attend weekly one-on-one meeting with leader.
Analyze daily, weekly, and monthly reports prior to one-on-one with Director. Proactively present solutions to areas of concern and initiates a remedy.
Assist with external audits from any funding or credentialing entities.
Complete internal quality assurance procedures as directed by administration.
Assist with administration tasks such as filing, answering phones, management of working folders, and other tasks.
Ability to uphold family policy and procedures per handbooks provided to family.
Manage nonbillable RBT time through organization of projects, training, or other tasks as directed by ABA Team Leader, BCBAs, and/or site administration.
Process ABA and therapy addendums, initial assessments, reassessments, and discharges through paperwork process to documentation coordination (Stack process).
Assist with ordering and distribution of ABA and Therapy supplies.
Monitor and facilitate BT to RBT certification process, recertification, and CPR requirements.
Monitor monthly supervision requirements per regulatory boards and funding for supervision of RBT and supervision of RBT and supervision of child.
Complete monthly expense report as needed.
Assist with and/or completes BT/RBT interviews as needed.
Organize and/or assist with BT/RBT onboarding as directed by Director.
Update deTASO and appropriate team members as needed for funding changes, Rx changes, EI, and any other changes.
Order and stock supplies as needed.
Conduct daily opening/closing procedures.
Fulfill all requests for medical records.
Check mail daily and distribute as appropriate.
Complete daily, weekly, and monthly tasks and reporting as outlined.
Receive and process payments for evaluations and assessments.
Manage waiting list through communication with the family on the status of therapy.
Assist with management of therapy caseloads at specified times as guided and directed by the Director.
Assist in communication with families and Financial Services Coordination when changes in funding occur.
Understand various funding sources for therapy. Assist in explaining and obtaining financial documents from families.
Assist site administrative team in planning events for the site.
Communicate any needs or concerns with administration.
Uphold and incorporate the core values, mission, and philosophy of Pediatrics Plus into all job responsibilities.
Display an understanding of the leadership and management style of Pediatrics Plus.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.