Operations Manager

Propel Autism•Marietta, GA

10h•Onsite

About The Position

The Operations Manager is responsible for leading the operational performance of the organization to ensure efficient service delivery, organizational safety and compliance, and execution of the organization’s growth strategy. This role reports directly to the Director of Clinical Services and CEO, focusing on problem-solving, process improvement, and maintaining smooth operations. The Operations Manager will establish, train, and communicate procedures, systems, and tools for operational and clinical teams, acting as a subject matter expert for practice management and HRIS platforms like Central Reach and Paycom. Key responsibilities include reporting on and executing operating metrics such as new hire recruitment, client intake, and scheduled treatment/billable hours. Regular meetings with the clinical leadership team will address client issues, employee concerns, scheduling conflicts, and process development. The role also ensures compliance with HIPAA, OSHA, and other relevant laws, collaborates on human resources initiatives, manages scheduling, oversees facility management, and formalizes intake and enrollment processes to support strategic growth.

Requirements

Experience with practice management and HRIS platforms (Central Reach, Paycom)
Subject matter expert for non-clinical aspects of practice management and HRIS platforms
Proficiency in systems administration and training staff on best practices
Ability to report and lead the execution of key operating metrics and performance indicators
Experience convening regular meetings with leadership teams
Knowledge of HIPAA guidelines, OSHA regulations, city, state, and federal laws
Experience in human resources and talent management initiatives
Ability to administer or oversee disciplinary matters, disputes, productivity, recognition, and morale
Skills in fostering positive employee relations and high employee engagement
Experience in creating and distributing schedules
Ability to track and input time off requests and session offloading
Experience reviewing and approving time off requests and payroll timecards
Parent collaboration skills regarding attendance, vacations, and availability changes
Ability to maintain appointments based on authorization and visit limits
Experience tracking and enforcing appointment conversion policy
Skills in managing and communicating schedule updates daily
Experience developing and circulating data/dashboards/reporting
Ability to forecast staffing needs
Experience in facility management, including cleanliness, organization, safety, inventory, and maintenance
Experience performing requisition orders for supplies
Experience partnering with diagnosticians
Ability to formalize documentation of intake and scheduling process workflows
Experience evaluating and enhancing processes
Experience in strategic planning

Nice To Haves

Experience in the autism services field

Responsibilities

Lead the operational performance of the organization to ensure efficient service delivery, organizational safety and compliance, and execution of the organization’s growth strategy.
Solve problems, improve and implement processes, and maintain smooth operations across the company.
Establish, train, and communicate the procedures, systems and tools required for smooth operations across all members of the operational and clinical team.
Serve as subject matter expert for non-clinical aspects of the company practice management and HRIS platforms (Central Reach, Paycom), including systems administration and training staff on best practices.
Report and lead the execution of key operating metrics and performance indicators established by the Founders: new hire recruitment, new client intake, scheduled treatment hours, scheduled billable hours for clinicians, and other operational measures.
Convene regular meetings with the clinical leadership team to address client issues, employee/parent concerns, scheduling conflicts, problem resolution, and process development.
Ensure the clinics are abiding by HIPAA guidelines, OSHA regulations, city, state, and federal laws, including on-site facility regulations and digital platforms.
Collaborate with the Center Manager and Talent Acquisition to lead the company’s ongoing initiatives surrounding staff appreciation, individual recognition and team building to advance the culture of inclusivity and support at Propel Autism.
Collaborate with the leadership team to execute the organization’s goals and strategy related to staffing, recruiting, and retention.
Administer or oversee the administration & where appropriate, the enforcement of disciplinary matters; disputes; productivity, recognition, and morale.
Foster positive employee relations and high employee engagement; work to solve any employee issues that surface.
Create and distribute schedules to the Clinical Director for new/current clients, new/current hire schedules to maintain a healthy intake pipeline.
Track and input therapist time off requests and advanced offloading of sessions in CR.
Review and approve time off requests and payroll timecards.
Collaborate with parents regarding attendance, vacations, and changes in availability.
Maintain appointments based on authorization and visit limits, as applicable, notification of clinical and billing teams when scheduling outside of authorized limits.
Track and enforce appointment conversion policy.
Manage and communicate updates to the schedules on a daily basis to ensure adherence to clinical plans.
Own development and circulation of all related data/dashboard/reporting to executive leadership.
Forecast staffing needs and work with CEO / Talent Acquisition to support the clinical and operational needs of the company.
Co-manage the Center Manager with the Clinical Director to maintain the operational efficiency of Propel’s facilities, including cleanliness, organization, safety, inventory, and maintenance to Propel standards.
Perform requisition orders for all supplies needed for all locations approved by the CEO.
Partner with diagnosticians to drive access to ASD diagnoses and enhance the ability to assess whether Propel is best positioned to serve prospective clients; bolster process and options in instances in which best to refer out.
Formalize documentation of all current intake and scheduling process workflows and oversee training of team members on any implemented system changes/upgrades.
Evaluate existing and scheduling processes to identify opportunities to enhance or replace existing processes, or create new processes, to enhance family experience, efficiency, and effectiveness for all parties.
Engage in strategic planning to grow the organization.