Operations Specialist - Northwest District

Quality Moments Behavioral Health•Toledo, OH

About The Position

The Operations Specialist works under the direction of the District Manager or Assistant District Manager to provide 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 operational coordination, including helping employees deliver behavioral health services within their qualifications, training, and authorized scope of practice. It supports client access, service continuity, and communication among clients, families, guardians, healthcare providers, clinicians, and facility staff. The position also monitors documentation and assists with compliance and quality-improvement activities. It does not independently perform clinical functions requiring professional licensure or authorization.

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, recommend improvements, track training completion, and evaluate training effectiveness.
Support intake, service coordination, consent collection, client forms, and insurance-related workflows with authorized staff.
Help coordinate behavioral health services with licensed clinicians, clients, families, guardians, and facility partners.
Monitor client access, follow-up needs, service continuity, and satisfaction, and escalate concerns appropriately.
Assist the District Manager with daily site needs, staffing transitions, workflow consistency, and operational barriers.
Provide direct, person-centered behavioral health services as needed, within qualifications, training, and authorized scope of practice.
Support high-quality behavioral health services that promote client well-being, independence, recovery, and individualized treatment goals.
Oversee assigned client care coordination activities to support timely access, continuity of care, and effective communication.
Work alongside employees providing client care, offering guidance, modeling appropriate therapeutic interventions, assisting with client engagement, and reinforcing agency standards.
Review documentation for timeliness, completeness, accuracy, and compliance; facilitate corrections and escalation when needed.
Support appropriate 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 staff resource for questions, coaching, problem-solving, and consistent implementation of district procedures.
Communicate 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.