Clinical Director of Operations

Clinical Director of Operations

Reports to: President of the Board

Position Supervises: Financial Admin (co), Billing Coordinator(co), Schedulers, and Records Manager

General Description

The Clinical Director of Operations is the Administrator/Fiscal Officer of the Alpine Autism Center. Position reports to the President of the Board and oversees a team responsible for the organization's consistent achievement of its mission and financial objectives.   Provides logistical, financial, and administrative support to the clinical staff and Co-executive Directors (President and Vice President), as well as planning and budgeting support to Board of Directors. 

Specific tasks include

      -    Works collaboratively and professionally with the Program Coordinators (BCBAs) and the Director of Human Resources to keep the organization financially viable and moving forward.  Develops and strives to meet short- and long-term goals and objectives.  Conducts themselves in a manner consistent with the organization's core values (We have Integrity, We Inspire, We show Initiative, We are Inclusive)

Administrative/Financial Tasks:

-       Manage all aspects of accounting utilizing accepted accounting principles.  Develop and provide accurate recurring reports of financial activity, including bank reconciliations (at least monthly), and develop processes that enable the Board to access current financial information at any time

-       Ensure all TriCare, Medicaid, School District, and Private Insurance billing is accurate, submitted, reconciled, and collected in a timely manner to support positive cash flow

-       Maintain knowledge and competency regarding insurance codes; explain appropriate use and rationale of codes to staff

-       Manage accounts receivable and ensure payments are received in a timely manner; elevate issues to the Executive Directors as necessary to prevent cash flow problems

-       Track Client Supervision Weekly, RBT hours bi-monthly; communicate with Director of Human Resources and BCBAs regarding new therapists and clients

-       Develop annual budgets and track monthly expenses, advise clinical staff on financial matters and ensure programs are maintained within budget

-       Ensure one board meeting is conducted annually (one to approve the following year’s budget); prepare agendas and minutes for all board meetings

-       See that the co-executive directors (President and Vice President) are kept fully informed on the condition of the organization and all-important factors influencing it

-       Work with the staff and the board in preparing a budget; see that the organization operates within budget guidelines. Ensure that adequate funds are available to permit the organization to carry out its work

-       Serve as single point of contact for the annual 990 submission and bi-annual financial audit

-       Serve as the expert, primary point of contact for Passage Health (problem solving and researching issues, supervision/billing changes, capabilities).  Ensure all payments are applied to Passage Health, all TriCare checks are printed and saved to file.

-       Conduct problem solving for claims not paid, re-bill any claims that may need to be fixed for various reasons.

-       Organize and review all Clinical Audit submissions; direct staff on proper documentation and requirements for audit submissions.

-       Oversee Clinical and RBT scheduling; provide leadership and direction on schedule optimization.

-       Ensure parent inquiries are addressed in a timely manner and conduct follow-ups as needed

-       Manage client wait list and intake and provide complete, accurate information for Clinical Staff

-       Manage the client waitlist and follow up at least monthly; keep Program Coordinators apprised of number and type of clients; jointly decide with Program Coordinators when to take clients off of the list; provide timely feedback to parents regarding status

Communication Tasks:

      -    Coordinate with Program Coordinators to ensure events, activities, and meetings are scheduled and de-conflicted

-       Represent the programs and point of view of the organization to clients (parents/guardians), agencies, organizations, and the general public

-       Organize and run staff meetings for Program Coordinators, Supervisors, and all staff; participate in clinical meetings as necessary.  Ensure notes of all staff meetings are recorded and distributed

-       Communicate reminders to staff of expectations when needed (and communicate issue to respective supervisor)

Operations Tasks:

-       Keep all insurance policies, contracts, and agreements up to date.  Conduct analysis to determine if more cost effective or better-quality options are available prior to renewal.

-       Ensure State and Federal non-profit status is maintained and updated as necessary

-       Submit annual Real Estate tax exemption documentation accurately and on time

-       Manage all aspects of facility maintenance to keep the building in compliance with licensing, insurance requirements (cleaning, grounds maintenance, snow removal, etc.)

-       Ensure all areas of the facility, including storage containers, are clean and organized.

-       Maintain and manage property records/receipt of all equipment to include copiers, printers, desktops, tablets, iPads. 

-       Ensure internet access, wi-fi and computer security/network operations are funded and available at all times

-       Work with the city of Colorado Springs and other community members/organizations as necessary for flood and fire mitigation/management

-       Plan and budget for outyear maintenance and repair of the facility and grounds.  Ensure property is clean and well maintained.  Secure bids and contracts for repairs as necessary

Fundraising/Marketing Tasks:

-      Work with the Board of Directors and fundraising or marketing committees to develop annual fundraising goals and event budgets.

-     Attend and assist Financial Administrator with fundraising events as needed.

         -     Oversee timely reconciliation and reporting of event revenue and expenses and ensure appropriate controls for cash, check, and card transactions.

-     Coordinate updates to the organization's website, social media, and other public-facing operational information, in collaboration with designated staff.

Education and Experience Requirements:

-       Demonstrated experience in financial administration, accounting, budgeting, business operations, healthcare administration, or a comparable field.

-       Current Board Certified Behavior Analyst (BCBA) certification.

-       Experience coordinating or overseeing billing, accounts receivable, claims follow-up, or revenue-cycle processes.

-       Strong organizational, analytical, problem-solving, written, and verbal communication skills.

-       Demonstrated ability to lead or supervise staff, manage competing priorities, maintain accurate records, and improve operational processes.

-       Proficiency with spreadsheets, word processing, email, and accounting or financial reporting systems.

-       Ability to meet applicable background check requirements.

-       Knowledge of applicable Medicaid, HCBS, TRICARE, commercial insurance, school-district funding, ABA billing codes, and authorization requirements.

-       Experience with QuickBooks, practice-management or billing systems, audit coordination, nonprofit filings, donor databases, or fundraising operations.