Operations Manager

Job Description

Job Description

Job Position: Operations Manager

Job Description: 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.

Center Operations:

• Reports directly to the Director of Clinical Services and CEO to 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.

Quality Assurance and Regulatory Compliance:

• Ensure the clinics are abiding by HIPAA guidelines, OSHA regulations, city, state, and federal laws, including on-site facility regulations and digital platforms.

Human Resources and Talent Management:

• 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.

Scheduling Management:

• Create and distribute schedules to the Clinical Director for new/current clients, new/current hire schedules to maintain a healthy intake pipeline.

• Tracking and inputting of therapist time off request and advanced offloading of sessions in CR.

• Reviewing and approving time off requests and payroll timecards.

• Parent collaboration regarding attendance, vacations, and changes in availability.

• Responsible for maintaining appointments based on authorization and visit limits, as applicable, notification of clinical and billing teams when scheduling outside of authorized limits.

• Tracking and enforcing appointment conversion policy.

• Manage and communicate updates to the schedules on a daily basis to ensure we are adhering to the clinical plans of our clients.

• 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.

Facility Management & Health:

• 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.

Intakes & Enrollment:

• Partnering with diagnosticians to drive access to ASD diagnoses and enhance our ability to assess whether we are 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.

• Strategic planning to grow the organization.