Operations Coordinator - Dearborn, MI - Full Time
About The Position
Patterns Behavioral Services is hiring an Operations Coordinator to partner with the Clinical Director and support the daily operations of its Dearborn, Michigan ABA clinic. The role combines scheduling, office management, administrative support, and assistance with Detroit Wayne Integrated Health Network (DWIHN) requirements. The coordinator helps keep clinic schedules and records accurate, supports families and staff, and follows through on operational and documentation needs. The position is on-site, with eight-hour workdays beginning at 7:30 a.m.; the listed schedule is 7:30 a.m. to 4:30 p.m. Patterns provides center-based, in-home, and school behavioral services to families with children diagnosed with ASD and other developmental disabilities. The organization describes its work environment as professional, ethical, structured, respectful, caring, and fun, with a focus on service, integrity, and supporting others.
Requirements
- High school diploma.
- Previous experience in scheduling, office management, operations coordination, or a comparable administrative role.
- Experience managing changing schedules and competing priorities in a busy workplace.
- Strong attention to detail and ability to maintain accurate records and track deadlines.
- Clear, professional verbal and written communication skills.
- Ability to handle confidential employee and client information with discretion.
- Proficiency with email, spreadsheets, and office software, and ability to learn new systems.
- Ability to work independently while collaborating closely with clinical and administrative teams.
- Availability to work on-site for eight-hour workdays beginning at 7:30 a.m.
Nice To Haves
- Bachelor's degree in a relevant field, such as psychology, social work, or business administration.
- Direct experience supporting DWIHN requirements and administrative processes.
- Experience in an ABA clinic, behavioral health organization, or healthcare setting.
- Familiarity with Medicaid-funded services, service authorizations, IPOS documentation, and compliance tracking.
- Experience preparing records for audits and following up on missing documentation.
- Experience using CentralReach or a similar scheduling and clinical documentation system.
- Experience coordinating staff coverage and communicating with families about scheduling needs.
Responsibilities
- Maintain accurate staff and client schedules for assigned locations.
- Coordinate with clinical leadership to address cancellations, staffing changes, and coverage needs.
- Audit schedules and client hours, identify discrepancies, and follow through on corrections.
- Monitor session conversion and required signatures, following up with clinical staff on outstanding items.
- Track cancellation trends and communicate opportunities to improve service consistency.
- Coordinate scheduling within approved service authorizations and flag concerns to clinical leadership.
- Track DWIHN-related administrative requirements, documentation deadlines, and follow-up items.
- Support accurate client records and monitor service authorization dates and approved hours.
- Partner with clinical leadership to track required Individual Plans of Service (IPOS) documentation and communicate missing or upcoming items.
- Assist with audit preparation, documentation requests, and administrative follow-up.
- Escalate documentation or authorization concerns that could affect service delivery.
- Create a welcoming, professional environment for children, families, staff, and visitors.
- Manage daily administrative tasks, correspondence, data entry, and meeting coordination.
- Maintain office supplies and equipment, communicate with vendors, and follow up on facility needs.
- Provide administrative coverage as needed to support clinic operations.
- Serve as a dependable point of contact for families, staff, and internal departments.
- Communicate schedule changes, operational updates, and outstanding needs promptly.
- Identify practical ways to improve workflows, reduce errors, and strengthen follow-through.
- Partner with the Clinical Director to resolve daily operational challenges.
Benefits
- Employee Assistance Program (EAP), available to all employees.
- Health, vision, and dental insurance for eligible employees.
- 401(k) plan, with part-time and full-time employees eligible.
- Earned PTO for full-time employees.
- Employee Referral Program.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
