Operations Specialist - West District

Quality Moments Behavioral Health•Dayton, OH

About The Position

The Operations Specialist works under the direction of the District Manager or Assistant District Manager and provides hands-on onboarding, training, coaching, documentation oversight, and client care coordination across assigned sites. The position promotes person-centered care, staff accountability, regulatory compliance, and continuous improvement. The role supports staff development and day-to-day operations by coordinating onboarding, training employees on agency practices and EHR documentation, providing field coaching, identifying training gaps, and tracking training completion. It also supports intake and service coordination, monitors client access and continuity of care, helps staff resolve operational barriers, and provides direct person-centered behavioral health services as needed within the employee’s qualifications, training, and authorized scope of practice. The Operations Specialist reviews documentation for timeliness, completeness, accuracy, and compliance; supports audits and corrective actions; and communicates staff questions, concerns, training needs, and performance trends to district leadership. Clinical approval and functions requiring professional licensure or authorization remain with authorized clinicians. The role may travel among assigned locations and may involve occasional evenings or weekends when operationally necessary.

Requirements

Working knowledge of behavioral health services, client-centered practices, confidentiality, documentation, and applicable regulatory expectations.
Strong organizational, time-management, communication, teaching, presentation, and problem-solving skills, with the ability to manage multiple priorities.
Comfort with EHR systems, digital learning tools, and modern training methods.
Commitment to ongoing professional development.
Valid driver’s license, reliable transportation, and state-required automobile insurance.
Ability to pass applicable background and motor vehicle checks.
Ability to travel among assigned locations and work occasional evenings or weekends as operationally necessary.

Nice To Haves

Preferred 3–5 years of experience in behavioral health, case management, social services, staff training, or related operations.
Supervisory or coaching experience strongly preferred.

Responsibilities

Coordinate new-hire orientation, first-day support, site onboarding, and role-specific training with Human Resources and district leadership.
Train employees on agency policies, workflows, EHR documentation, service expectations, and approved procedures.
Provide field coaching, refresher training, and practical guidance to Client Care Specialists and other assigned staff.
Identify training gaps through observation, audits, staff feedback, and performance trends; recommend improvements to district and clinical leadership.
Track training completion, evaluate training effectiveness, and support compliance with the agency training plan.
Support intake, service coordination, consent collection, client forms, and insurance-related workflows in collaboration with authorized staff.
Help coordinate behavioral health services among licensed clinicians, clients, families, guardians, and facility partners.
Monitor client access, follow-up needs, service continuity, and satisfaction; escalate clinical or operational concerns appropriately.
Assist the District Manager with daily site needs, staffing transitions, workflow consistency, and resolution of operational barriers.
Provide direct, person-centered behavioral health services as needed within the employee’s qualifications, training, and authorized scope of practice.
Support delivery of services that promote client well-being, independence, recovery, and progress toward individualized treatment goals.
Oversee assigned client care coordination activities to support timely access, continuity of care, and effective communication among clients, families, guardians, healthcare providers, and facility staff.
Work alongside employees providing client care, offering guidance, modeling appropriate therapeutic interventions, assisting with client engagement, and reinforcing agency standards and best practices.
Review documentation for timeliness, completeness, accuracy, and adherence to agency requirements; facilitate corrections and escalation when needed.
Support review of service plans, progress notes, intake records, and discharge documentation within assigned authority; clinical approval remains with authorized clinicians.
Promote compliance with HIPAA, CARF standards, applicable Ohio requirements, payer rules, and agency policies.
Collaborate with Clinical Leadership, Quality Assurance, and Compliance on audits, corrective actions, and process improvement.
Serve as a resource for staff questions, coaching, problem-solving, and consistent implementation of district procedures.
Communicate emerging concerns, training needs, and performance trends to the District Manager; contribute to team meetings and reporting.
Promote a respectful, supportive, collaborative, and accountable work environment.
Perform other duties as assigned by the District Manager or designated leadership.