Intake Operations Manager Position Overview: The primary function of the Operations Manager is to oversee the operational activities of our ABA services. This role will work under the direction of the ECD/CD, and in close collaboration with the Client Services team and other clinical team members to ensure seamless day-to-day operations, drive efficiencies, and support all activities that lead to the growth of our organization and Colorado operations. The Operations Manager will be responsible for overseeing key functions such as employee onboarding, RBT scheduling, HR assistance/ payroll, EMR and basic technical support, referral source and intake process support, and ensuring high-quality service delivery to our clients. Key Responsibilities: Scheduling & Staff Coordination/ Support: - Oversee and collaborate with Client Services/Care Coordinator on scheduling Registered Behavior Technicians (RBTs) and Board-Certified Behavior Analysts (BCBAs) for in-home therapy sessions. - Support as needed with day-to-day scheduling, rescheduling, and maintaining appointments in Central Reach (e.g., staff and caregiver communication). - Support with difficult scheduling requests (i.e., reschedules for inclement weather, client/therapist planned time off or illness, etc.) Onboarding & HR Support: - Assist with the recruitment, onboarding, training, and orientation of new staff members, including RBTs, BCBAs, and administrative personnel. - Collaborate with and contribute to the development and implementation of HR processes to ensure all new hires meet regulatory requirements, maintain up-to-date credentials, and are connected to necessary systems. - Provide support with employee relations and general HR tasks as needed. - Ensure all RBT credentialing, monitoring for credential expiration and renewal needs & collaborate with clinical leadership as necessary (each RBT's current cert., current CPR/BLS, and responsible supervisor listed on BACB) - Follow-up on ongoing licensing and certification renewal tracking in collaboration with Clinical Leadership - Assist all new hires with CAQH profile development/upkeep and NPI creation - Responsible for credentialing providers with payors - Assist Clinical Director(s) with interviewing - Responsible for RBT exam and BLS/CPR registration & payment - Responsible for initial orientation for all new employees - Assist with 30-60-90 employee reviews and check-ins Technical Support & EMR Integration: - Assist staff in connecting to Electronic Medical Records (EMR) systems (i.e., Central Reach) and ensure proper setup and access. - Add new employees to Central Reach and assign appropriate labels/connections - Assist with email set-up for all new employees (e.g., appropriate signatures, HIPAA compliance, etc.) - Troubleshoot basic technical issues and coordinate with leadership/IT (e.g., CR Community Support) for advanced support needs. - Monitor system usage and ensure compliance with data security protocols. Intake Process & Census Management: - Oversee and streamline the client intake process, ensuring a smooth experience for families and accurate entry of client data into systems. - In collaboration with Client Services, track and manage client census, ensuring up-to-date records and adherence to service capacity. - Track and report on KPIs related to referrals and intake timelines - Follow-up with referral sources Operational Oversight: - Manage the day-to-day operations of in-home ABA therapy services, including logistical support and resource allocation. - Serve as a point of contact for staff and families for operational inquiries and problem-solving. - Interface with referral partners and community resources to maintain positive relationships and support growth initiatives. - Support the clinical team to organize meetings and trainings as needed - Assist the company in scheduling/ organization/ and sign-up for community events - Planning/ organization of company events and staff engagement activities Standard Operating Procedures (SOPs) & Process Development: - Help design, outline, and implement SOPs, workflows, and systems to improve efficiency, quality, and consistency across the organization. - Assist with staff training and ensure adherence to policies and procedures. - Continuously evaluate and optimize operational processes to support scaling and service delivery improvements. Collaboration & Communication: - Act as a liaison between clinical staff, administrative teams, and referral sources to ensure operational alignment and clear communication. - Support cross-functional collaboration to achieve company goals, enhance client satisfaction, and maintain regulatory compliance. Qualifications: · Bachelor’s degree in Business Administration, Healthcare Management, or a related field (Master’s preferred). · 3+ years of experience in operations management, preferably in healthcare or a similar service-oriented industry. · Experience in ABA therapy or behavioral health services is highly desirable. · Proficiency in managing scheduling systems, EMR platforms, and Microsoft Office Suite. · Strong organizational skills with the ability to prioritize tasks, manage time effectively, and handle multiple projects simultaneously. · Excellent communication and interpersonal skills, with the ability to build relationships with staff, clients, and referral partners. · Problem-solving mindset with a focus on improving processes and driving operational efficiencies. · Familiarity with healthcare regulatory requirements, insurance processes, and client confidentiality standards. Job Types: Full-time, Part-time Expected hours: No less than 20 per week Experience: - Operations managment: 2 years (Required) Language: - English (Required)