The Clinical Supervisor is responsible for managing and supervising the Case Managers of CSH. This includes consulting with the direct supervision and service staff (e.g., therapists, supervisors, and administrative staff). The Clinical Supervisor will monitor staffing, case specifics and implementation of protocols that adhere to following CSH policies and guidelines. The Clinical Supervisor is responsible for the following duties:

• Administration

• Assessments
• Case Management
• Clinical Oversight
• Supervision
• Parent Consultation
• Internal Communication
• Oversee Case Managers
• Report Writing
• Training

The Clinical Supervisor reports directly to the Clinical Director.

Administrative

• Remain HIPAA (The Health Insurance Portability and Accountability Act) compliant at all times ensuring all client files are protected including text messages, e-mails and phone conversations.
• Render and lock schedule by due dates.
• Create schedule and update NPA Works (scheduling system) for the following week, by the end of each work week (must be updated prior to Monday morning).
• Submit monthly source documentation, which is inclusive of supervisory notes, for every rendered billable session on NPA, by set due date (i.e., 20th of the following month).
• Send a shout-out email to staff (e.g., staff recognition), and Bcc your region’s management team (including directors), the HR department, and CEO - a minimum of 1 email per month.
• Complete all assigned tasks on time (to be determined per assignment) and send a follow up email with completed updates.
• Attend all scheduled Creative Solutions for Hope (CSH) trainings and/or meetings.
• Demonstrate fluency across all company policies, and ensure self, and staff adhere to all policies and protocols.
• Demonstrates assertiveness when addressing concerns.
• Accepts constructive feedback and implements and generalizes across cases.
• Participates in employee disciplinary action meetings (e.g., case removal meetings).
• Maintain client dignity.
• Maintain professional boundaries (with both staff and clients).
• Provides RBT and BCBA supervision to overseeing staff.
• Meets billable expectancy on a weekly and monthly basis (and proactively communicate any barriers with assigned supervisor and Director).
• Meets a minimum of 70/30% Direct/Indirect ratio of client hours.

Case Management and Clinical Application

• Ensures the electronic data collection system (i.e., Catalyst) is fully updated with clients programming (to match client’s most recent report, including parent consultation goals), and all settings are current and up to date.
• Ensures SOAP notes on Catalyst have been submitted for each rendered appointment for the last service month, across case managers and cases.
• Review Catalyst to ensure every program that is currently in acquisition is being targeted every month, and data is being saved by staff across goals and behaviors. Ensures programming is adjusted as needed to ensure targets are progressing (e.g., when goals become stagnant, show a decreasing trend, mastered targets, etc.).
• Ensure behavior support plans are updated on a consistent basis (e.g., as a new behavior is introduced for intervention, as interventions are modified).
• Ensure each client has a physical (backup) logbook stored in the client’s home, including the following data sheets: client 411 sheet, behavior support plan (BSP), the most recent report, incident reporting forms, blank behavior and goal tracking forms (BGTs), and communication logs.
• Give priority to, and conduct, new therapist overlaps, as needed or assigned.
• Overlap with case manager(s) as needed, with a minimum of two overlaps per month. For direct cases (i.e., no case manager), conduct a minimum of 2 client overlaps per month.
• During case overlaps, model interventions and program goals to therapists as needed.
• During case overlaps, provide clear, concise, objective, and constructive feedback to staff, in the moment (when applicable).
• Following overlaps, provide a follow up communication to the team (i.e., therapists, case manager, overseeing director), via email, to relay any case or program updates, as needed.
• Complete at least one Case Manager feedback form (CMEF), per month. Provide feedback for any score above or below a “3.”

• Accurately takes client data (across behaviors and goals). *See Interobserver Agreement (IOA) data/table below (a score of a 1 or a 3) *
• Conducts a 1:1 session, as needed or scheduled (e.g., therapist canceled, lapse in staffing, etc.)
• Monitors monthly hours across assigned cases/case managers and fills in necessary hours to maximize each contract.
• Address case managers concerns in a prompt manner and provides a follow up as needed.
• Supports the scheduling department, as needed, across assigned cases.
• Makes note of needed stimuli across programs, during case overlaps, and brings stimuli out to sessions as needed.
• Conduct case program meetings with case managers, as needed (pending funding source requirements).
• Provides, and documents, feedback and guidance provided to case managers on an ongoing basis to help develop skills and professionalism, set goals as necessary; (Cc: Direct supervisor, and Director, to all communications).
• Delegates and assigns tasks to case managers as needed (e.g., stimuli creation), and ensures completion, per funding source requirements.

Parent Consultation (PC)

• A Ensure ongoing parent consultation is being conducted by case managers or self, on a monthly basis (minimum of twice a month) and parent consultation data is collected and entered into the electronic data collection system (i.e., Catalyst).
• Ensures documentation when parents cancel or expresses barriers to attending parent consultation sessions.
• Provides oversight and guidance to Case Managers following parent consultation sessions.
• During a parent consultation session, model teaching strategies and teach ABA principles.
• Following parent consultation (e.g., formal PC session, parent phone call, etc.), provide a follow up communication to the management team (i.e., Case manager, Senior Clinical Supervisor, overseeing Director), via email, to discuss any parent concerns, program updates, etc.
• When a parent addresses concerns, will provide a plan of action to address their concerns, and follow up until the issue has been resolved.
• Respond and follow-up with parent concerns in a timely manner and communicate, collaborate, and document concerns, with direct supervisor.
• Provide coordination of care, as applicable (e.g., observation of the client in the school setting, speech therapy sessions, occupational therapy sessions, community outings, etc.).
• Provide consultation during IEP (individualized education program) meetings.

Report Writing

• Complete, and submit, progress reports by assigned due dates (per funding source requirements), as assigned.
• Update progress across goals with baseline, previous, and current data, with minimal errors.
• Update the client behavior support plan, with minimal errors, across behaviors targeted for reduction.
• Completes the report narrative (e.g., summary, barriers to progress, recommendations, etc.) with minimal errors.
• Completes assessment tools (e.g., Vineland, ABAS), for reports, as needed, by assigned due dates (including scoring and submitting the tool).
• Ensure billable hours are allotted (i.e., a minimum of 1 hour) for assigned supervisor to review/revise report
• Complete all revisions needed by assigned due dates, to be set forth by direct Supervisor.
• When a Case Manager completes a report, will review the report, and provide edits and feedback needed, until the report is finalized and ready to be submitted to the funding source, by the set due dates.
• Follow up with Case managers if reports are not received by their assigned due dates.

Assessments

• Contact client to establish assessment observations and parent interview dates, within 48 business hours of receiving the assessment assignment, and document communication attempts (across communication modalities, e.g., phone call, text, email) if the client is unresponsive.
• Conduct a minimum of two client observations, across settings, when applicable, including a parent interview and conducting an assessment tool, as well as adhering to the funding sources requirement for the direct/indirect ratio (e.g., 50/50).
• Take clear, concise, and detailed observation notes during the assessment observations.
• Write the assessment report (using the correct report template, per funding source) and submit first draft of completed assessment report to their direct Supervisor by the assigned due date for revisions.
• Complete all revisions needed by assigned due dates (to be set forth by direct Supervisor).

Training

• Conducts Registered Behavior Technician (RBT) training/new hire orientation, as needed or assigned.
• Develop trainings and workshops based on the present needs of staff, or as assigned.
• Present at trainings and demonstrate competency on the material being presented, as assigned.
• Create and edit clinical material/protocols as needed (e.g., checklists, training material etc.).

Internal Communication

• Respond to all communications (i.e., emails, text messages, phone calls, Microsoft Teams Chat) within 24 business hours.
• Documents any case or staff concerns, via email, and follows up with the team as necessary.
• Communicate all policy/protocol related issues immediately to Human Resources department.
• Communicate any Information and Technology (“IT”) issues that would hinder the ability to perform work duties.
• Proactively notify and document client concerns to assigned supervisor and director (e.g., services on hold, 30-day termination notifications, and client grievances, etc.).

• Attainment of annual goals established between Clinical Supervisor and the Clinical Director.
• Meet all essential job function requirements as described in the job description.
• Performance measured through data collection on Clinical Supervisor checklist
• Must maintain a minimum of a 40-hour work week, to include a minimum of 6 hours a day (a minimum of 6 hours must be billable to a client), during weekdays, Monday-Friday; and weekends as needed.
• The Clinical Supervisor must meet a MINIMUM of 30 client billable hours per week (hours comprised of Supervision and Parent Consultation), to meet the total billable hours per month (total will vary based on number of working business days in the month). These hours are required to sustain the Clinical Supervisor position. Billable expectations are subject to change at the Director’s discretion.
• Must maintain an 70/30% breakdown for client billable hours (70% of client billable hours are spent directly with the client, and up to 30% may be spent indirectly, pending funding source requirements).
• Failure to maintain minimum requirements of the position will result in change in compensation and position status.
• The Clinical Supervisor must be available to commute to, and provide direct oversight in, their assigned region, for the duration and frequency specified by the Director.
• The Clinical Supervisor must be available to commute to the region’s physical office location, as needed, and to CSH headquarters (located in Costa Mesa) on an as-needed basis (e.g., quarterly supervisory/management meetings).
• Travel time is compensated between physical appointments only. The first drive to a physical appointment, and the last drive home, is not included.