Administrative Operations Specialist - Tahlequah

We are currently seeking an Administrative Operations Specialist to join our team of highly qualified professionals that share our vision of Empowering Children to Conquer their World! This role provides customer service and administrative support for ABA and therapy operations through strategic development and ongoing management of team/child schedule through continual data analysis. The Administrative Operations Specialist serves as a liaison for communication between site and central admin teams and will be the primary communication to families interested in or participating in ABA and therapy services.

What We Offer

: Competitive Pay Bonus Opportunities Paid Time Off Medical, Dental, Vision Insurance State of the Art Facilities Technology

What You Will Do

: Promote a friendly atmosphere for families, staff, and visitors. Understand internal processes required for a child to receive services. Receive phone calls for ABA and therapy operations answers questions/provides support as indicated or transfers calls to appropriate department.

Check in children, family, and visitors and communicate with appropriate leadership regarding parent(s)/visitor(s). Assist in obtaining financial documents from families. Responsible for maintaining communication with Family Relations, Financial Service Coordination, and billing teams for caseload management, including intake, scripts, funding/funding changes, and prior authorization needs.

Responsible for assisting director in reaching assigned metrics based on billables for the site. Maintain and analyze multiple Excel spreadsheets for patient management that cannot be analyzed through deTASO reporting. Monitor the prior authorization process for ABA services and current PA units remaining.

Assist in communication with families when changes in funding occur. Schedule ABA services according to funding and adjust schedules based upon cancellations, no-shows, and other reasons. Monitor BCBA caseloads for efficiency in BT/RBT treatment, identifying caseload adjustments needed.

Responsible for management of payroll and time off requests for BT/RBTs. Responsible for monitoring and tracking of the Occurrence Policy. Responsible for management of deTASO documentation corrections.

Attend weekly one-on-one meeting with leader. Analyze daily, weekly, and monthly reports prior to one-on-one with Director. Proactively present solutions to areas of concern and initiates a remedy.

Assist with external audits from any funding or credentialing entities. Complete internal quality assurance procedures as directed by administration. Assist with administration tasks such as filing, answering phones, management of working folders, and other tasks.

Ability to uphold family policy and procedures per handbooks provided to family. Manage nonbillable RBT time through organization of projects, training, or other tasks as directed by ABA Team Leader, BCBAs, and/or site administration. Process ABA and therapy addendums, initial assessments, reassessments, and discharges through paperwork process to documentation coordination (Stack process).

Assist with ordering and distribution of ABA and Therapy supplies.

Requirements

. Monitor monthly supervision

per regulatory boards and funding for supervision of RBT and supervision of RBT and supervision of child. Complete monthly expense report as needed. Assist with and/or completes BT/RBT interviews as needed.

Organize and/or assist with BT/RBT onboarding as directed by Director. Update deTASO and appropriate team members as needed for funding changes, Rx changes, EI, and any other changes. Order and stock supplies as needed.

Conduct daily opening/closing procedures. Fulfill all requests for medical records. Check mail daily and distribute as appropriate.

Complete daily, weekly, and monthly tasks and reporting as outlined. Receive and process payments for evaluations and assessments.