ABA Scheduler and Clinic Administrator

Job Description

Job Description

MeBe Family is a provider of evidence-based therapies for children with autism and other special needs. Our mission is to empower families, professionals, and communities by educating and training them on evidence-based approaches. Our secret sauce? Play-filled, research-based care across multi-disciplines including ABA, Speech and OT.

At MeBe Family, you’ll be offered more than a job.  You’ll receive training and support to develop your career and grow as an individual. You’ll work with extraordinary team members who share a common goal, to help children with autism be their best selves.  Your days will be filled with meaning and purpose.

We are looking to grow our team in Spring and hire a proven Clinic Administrator to join our rapidly growing learning center team!

Under the supervision of the Site Director, with collaboration with other off-site operations teams, this critical role provides the operational and administrative support to the specific learning center.  Often the first person a client and family may see, this role quickly becomes the “face of the center”.

The role directly impacts client family satisfaction and therapeutic progress, as this role is the main scheduler of the site, ensuring clients get slated for services in a timely manner with proper staffing.  A crucial aspect of this role involves helping optimize staff and client schedules to ensure that MeBe can meet the needs of families as quickly as possible while ensuring that our clinicians have an outstanding experience. In addition to optimization of scheduling, this role serves as the main learning site administrator of our EHR system, handles ongoing client paperwork, and coordinates vendors and purchasing.  While the clinical Director of the site handles clinical items and staff management, the Clinic Administrator oversees the operational processes of the center.

About You :

You take pride in your work, pay attention to the small details and have a reputation for doing high quality work.

You value transparency and operate with candor and compassion. You inspire others to be their best selves.

You love to weave fun and laughter into whatever you do. Making a positive impact is what drives you

You value individuality and find yourself gravitating towards people with other interests who think outside the box, and push the status quo.

What You'll Do :

Oversee scheduling processes of your assigned learning center

Manage schedules for all MeBe’s clients and services including but not limited to regular scheduled services, assessments, makeups, cancellations, etc

Maximize client authorizations, alongside optimizing providers' open availability to maintain efficient usage of client’s authorizations and providers' availability.

Complete morning cancellation process by taking call outs

Assist with the production and delivery of ongoing reports related to scheduling and fulfillment of scheduled services

Maintain learning center operations to ensure quality and efficiency

Provide concierge-level customer service while interacting with clients and team members, and manage center phone system

Manage lobby area by greeting clients, assisting clients at drop off and dismissal as needed, and keeping lobby and front desk area tidy and clean

Assist in prepping the center for new hires, ensuring their equipment and welcome materials are ready

Assist in tours as needed, either for prospective staff or clients

Conduct clinic inventory and manage purchases under direction of Site Director

Make copies of information packets as needed for registration, tours, new clients, interviews, etc.

Keep bathrooms and kitchen stocked with all necessary supplies

Manage the physical space, including coordination of repairs, vendor management, and regularly scheduled maintenance

Oversee and perform various clerical and administrative tasks related to center operations and associated issues that require initiative and independent judgment.

Update and maintain the site Emergency Preparedness Manual

Plan, coordinate, and disseminate information related to Employee Engagement Events, as needed, and develop and maintain site communications (newsletters, flyers)

Client Management

Field calls for potential clients, and pass to FSL team

For current clients that wish to enroll in additional services (after school ABA / SLP, OT etc), gather information and send to our Family Success Team

Manage the upkeep of MeBe’s EHR system, CentralReach, by ensuring staff and client records are up to date, timesheets are completed, and staff corrections are completed in a timely manner

Work collaboratively with other MeBe Operational teams remotely as needed, such as IT, Authorizations, and Intake

Additional Job Details :

Onsite role with ability to start day at home (approved by Director) to take morning cancellations / call offs

Full-Time, Monday- Friday

Equipment provided

Hours typically are 7 : 30-4 : 30, with first hour handling incoming cancellation calls and eligible for work from home

Hourly, Non-Exempt position

Qualifications

2 or more years of operations or administrative experience

Small team scheduling experience

Scheduling software experience, bonus points for experience with CentralReach

Behavioral health or pediatrics, preferably ABA scheduling

Intermediate understanding of Google Workspace, Gsheets, MS Word, Excel, IOS and email

Self-starter with strong organizational and analytical skills;

Innovative with the ability to identify and solve problems

Dependable - more reliable than spontaneous

Detail-oriented would rather focus on the details of work than the bigger picture

Bachelors degree preferred

Benefits :

Industry benchmarked, competitive pay.  $55,000- $60,000 depending on experience.

27 paid days off

Medical, Vision, Dental- Anthem Insurance; 80% Employee, 50% Dependents

Life, AD&D, Accident, Hospital Indemnity, Short Term Disability, and Critical Illness Insurance

Invest in your mental health with access to free mental health sessions

Protect your pet with discounted pet insurance

Secure your future with our 401k program

Monthly CEU Trainings and CEU reimbursement

Tuition discounts available to all employees through our University Partnerships

Expansive treatment spaces

Options for positions in variety of settings : clinic; in-home; schools; telehealth

Scheduling department handles reschedules, cancellations and permanent changes to schedules

Computer and work tools provided

Company sponsored, fun events for everyone

MeBe provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity or gender expression.

Visit us online at http : / / www.mebefamily.com /