Office Manager Pediatric Therapy

EB Pediatric Resources•Chicago, IL

1d•Onsite

About The Position

We are seeking an organized and proactive Office Manager to oversee the daily operations of our pediatric therapy practice. This role is crucial for ensuring smooth client intake, scheduling, and administrative processes. The ideal candidate will be a strong communicator, detail-oriented, and capable of managing multiple tasks efficiently. You will act as a key liaison between clients, therapy staff, and external agencies, ensuring all administrative and operational aspects of the practice run seamlessly.

Requirements

Experience with client intakes and scheduling.
Proficiency in using Theralytics software.
Experience with insurance verification.
Familiarity with Early Intervention processes and DHS-EI authorizations.
Ability to manage administrative tasks, including supply monitoring and ordering.
Experience in billing and financial tasks, including monitoring payments and invoices.
Strong communication and interpersonal skills.
Detail-oriented with excellent organizational skills.
Ability to multitask and prioritize effectively.
Experience assisting with staff training.

Nice To Haves

Experience as an Office Manager in a therapy setting.
Knowledge of IFSP development and reviews.
Familiarity with ABA/BT staff training.

Responsibilities

Open and close the office for clients.
Organize and schedule cleaning staff.
Monitor and order necessary supplies.
Manage client intakes, including monitoring inquiries, sending registration forms, collaborating on treatment plans, processing new registrations in Theralytics, and verifying insurance.
Act as a liaison between therapy staff and clients.
Manage Early Intervention processes, including liaising with EBPR and Service Coordinators, ensuring authorizations, entering client information into Theralytics, supporting therapists with paperwork and IFSP reviews, monitoring progress reports and evaluations, and ensuring timely IFSP development and billing/scheduling.
Assist in therapist scheduling at PYR and LTP in collaboration with the Administrative Team.
Update software with new client information, scheduling, and new users/therapists.
Collaborate with the Clinic Administrator on billing tasks, including monitoring payments and invoices, managing pre-authorization requests, and ensuring timesheet hours match billed hours.
Assist BCBA in training new ABA/BT staff.
Fill in for absentee staff as needed.