Clinical Manager

Clinical Manager

The Clinical Manager (CM) is responsible for managing a team who provide center, in-home, and in-community services in the design and implementation of individualized treatment plans for a caseload of patients. The CM works closely with the Regional VP/Operations Manager, Local Operations Team, and Staff to ensure quality of care, authorization utilization, and implementation of treatment plans as appropriate. The CM models culture throughout daily interactions with every individual in all Clinic, home, and community settings. The CM oversees and provides training to the team to ensure proper and up-to-date treatment decisions for patients.

Duties and Responsibilities

• Supervise and manage staff, including BCBAs, Program Supervisor, Apprentices, Training Coordinator, Program Specialist, Senior Technicians, RBTs, and BTs
• Ensure that all communications with staff are smooth, behavior analytic in nature, and constructive to the development of the entity/affiliate
• Lead monthly All-Staff meetings and serve as a liaison between clinicians, therapists, and operations staff
• Resolve conflicts as necessary or direct conflict and resolution to the Regional VP/Operations Manager
• Demonstrate leadership skills that are commensurate with the job requirements to manage patients, staff, families, including times when conflict may exist
• Demonstrate a high level of engagement in company culture (i.e., a "culture champion"), including but not limited to robust understanding of Cultivate's Mission and Culture
• Collaborate regularly with all company CMs to ensure consistency in practice management and culture.
• Discuss and share experiences to enhance the professional development of all clinicians, analysts, and therapists and the development of companywide program projects
• Establish caseload assignments for the BCBAs and perform regular caseload reviews with the BCBA team
• Conduct weekly meetings with each BCBA to encourage ongoing education, recommend literature, and provide feedback on training materials/curriculum/caregiver trainings, etc.
• Develop training to fill gaps in the BCBA team when deficiencies are noted in order to improve the quality of patient services
• Collaborate with BCBAs to maximize fulfillment of authorized supervision and direct treatment hours
• Work with the Outreach Coordinator to ensure the region meets intake recommendations that match the regional budget
• Allow for the onboarding and quality service for every child served in the region
• Ensure that the BCBA team at the is supported and meeting their caseload's needs while balancing the "open positions" within the caseloads as well as recruiting/advocating for additional BCBA/BTs to meet the kids auth hours
• Strive to ensure that the clinic is clean, maintained, fully stocked with all necessities, and remains within monthly budget and that providers of in-home and in-community services have the supplies that they need
• Review Treatment Plans and BIPs and provide feedback to BCBAs prior to submission to insurance providers:
• Understand insurance requirements and communicate and educate the BCBAs and other staff regarding the requirements
• Train the BCBAs on billable notes and performing spot checks
• Ensure all documentation is completed timely and accurately:
• BCBA/RBT supervision hours
• Clinical/Billable notes
• Insurance authorizations
• Conduct regular assessments and evaluations (at least every 6 months)
• Utilize an open-door policy for BCBAs to encourage collaboration, high performance, trust, and respect
• Conduct progress and performance reviews for staff, at least annually
• Review the RBT evaluations completed by BCBAs, as needed
• Oversee the Apprentice Program process and execution, as needed
• Coordinate with the Regional VP/Operations Manager to facilitate BCBA team meetings
• Collaborate with the Training Coordinator to:
• Identify and develop additional training opportunities that benefit the team
• Communicate effectively and completely, providing the information necessary to develop an appropriate and functional training schedule
• Collaborate with the Intake Coordinator to:
• Schedule and attend intake meetings
• Ensure that RBTs receive timely and complete onboarding
• Serve as the main point of contact for communication with families on the onset of services and assist with streamlining the transition of communication to the assigned BCBA
• Seek regular feedback from staff and parents regarding levels of satisfaction with employment, contracts, and services, respectively
• Request all necessary therapeutic/educational materials and ensure materials are available and in stock
• Maintain a willingness to manage a direct caseload, as needed
• Provide input and assistance for communications with outside professionals
• Act as a company ambassador at public speaking and networking events
• Work ethically and with integrity while following the BACB Ethical Code
• Understand and adhere to HIPAA policies
• Adhere to Cultivate policies and procedures
• Perform other duties as assigned

Qualifications

• Three to five (3-5) years of progressive experience, including supervision and case management
• Minimum of three (3) years of experience in Applied Behavioral Analysis (ABA)
• Master's degree with concentration in ABA or related field
• BCBA certification and local state licensure is preferred
• Passionate about behavioral science and disseminating best practices and current research within the field of ABA
• Demonstrate continuous professional growth with a strong desire to continue learning
• Demonstrate ongoing training and CEUs in supervision and ethics
• Eager to develop and lead teams for special projects to further support the mission of the company
• Responsible for supporting and encouraging the professional and personal development of the clinical team

Knowledge, Skills and Abilities:

• Process driven and detail-oriented
• Excellent organizational and time management skills including the ability to effectively multi-task and prioritize appropriately to deliver timely results
• Highly motivated and energetic during work hours
• Communication skills, both oral and written, that are clear, confident, exhibit leadership, professionalism, empathy, and inspire confidence
• Skilled in public speaking with a willingness to present to both internal and external audiences
• Ability to empathize and communicate with guardians professionally
• Ability to evaluate the potential business and financial impact on desired outcomes during decision making processes
• Ability to support high quality patient services while also balancing a budget and the fiscal responsibilities for the regional entity/affiliate
• Advanced problem-solving skills and the ability to think 'big picture' and execute defined goals and plans
• Ability to work and collaborate effectively with internal and external stakeholders from wide-ranging backgrounds
• Ability to work full-time (40 hours/week), including some flexibility regarding schedule changes required to accommodate patient and staff needs
• Basic understanding of technology utilized in the field of ABA, including data collection software, to execute high quality services with the ability to learn and oversee practice management tools
• Experience and competency with Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook eMail and Calendar
• Ability to successfully complete and pass a Background and Drug Screen

Working conditions

Physical Conditions:

• Ability to bend, kneel, crouch, and stand as well as an ability to lift items up to 50 lbs
• Endurance to move rapidly from a seated position to a standing position to accommodate treatment plan and/or for the safety of patients
• Requires eye-hand coordination and manual dexterity enough to operate office equipment, etc.
• Clerical responsibilities and administrative work require appropriate levels of vision and hearing abilities
• Ability to communicate effectively using a variety of audio and video meeting platforms and electronic devices

Qualifications

Licenses & Certifications

Required

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