ABA Practice Manager

Position Overview

The ABA Practice Manager (PM) is responsible for optimizing the business performance and operational efficiency of assigned ABA site(s). This dynamic role includes exceeding key performance metrics such as census, billed clinical hours, staff productivity, cancellations, and staff retention. The PM leads and manages operations staff, supports clinical teams in hiring and onboarding, oversees facility operations, and ensures strict compliance with company policies and state regulations. The PM also drives site growth through community outreach, manages office logistics, and collaborates closely with clinical management to ensure high-quality care delivery for clients and families.

Essential Job Functions

Management

• Lead, develop, and manage operations staff within assigned site.

• Supervise all operations staff, directly or via subordinates, ensuring timely completion of tasks.

• Provide operational guidance and administrative training to clinical and operations staff.

• Support the clinical team in identifying and hiring Board-Certified Behavior Analysts (BCBAs) and Behavior Specialist Consultants (BSCs), including participation in interviews and operational onboarding.

• Take on responsibilities of the Client Service Coordinator (CSC) in their absence.

Operations

• Own and manage key operational performance indicators for your site(s), including census, billed clinical hours, staff productivity, cancellations, and staff retention.

• Analyze weekly metrics, conduct site meetings to develop action plans, provide projections, and ensure progress against targets.

• Partner with clinical management to meet performance and quality benchmarks.

• Drive site and staff growth by conducting community marketing outreach for at least one hour per week.

Staffing

• Oversee Behavior Health Technicians, including hiring, training, scheduling, and performance evaluation.

• Support new hire orientation, training, and access to systems and schedules as needed.

• Forecast and communicate staffing needs in weekly recruiting and onboarding meetings.

Facility Oversight

• Manage office supply inventory and day-to-day facility functions, ensuring a productive, safe, and orderly environment.

• Report and address facility issues, conduct safety drills, and provide timely incident reports, adhering to budget guidelines.

Patient Management

• Ensure compliance with policies and state regulations for client intake, visits, documentation, and file management.

• Maintain strict compliance with HIPAA and all regulatory requirements.

• Partner with clinical teams in patient scheduling, family meetings, and supporting a high quality of care.

• Adjust posting errors as requested and oversee session conversions.

General Duties

• Consistently follow organizational policies and procedures.

• Abide by all federal, state, and local rules and regulations related to medical and behavioral health services.

Required Qualifications, Education, and Experience

• Bachelor’s degree in Business, Public Health, Healthcare Administration, or a related field; or

• 3+ years of relevant experience in a business operations environment

• 3+ years’ experience in operations, with a focus on evaluating metrics and optimizing performance

• 1+ year of supervisory experience leading diverse teams

• Intermediate proficiency in MS Office (Outlook, PowerPoint, Teams)

Required Knowledge, Skills, and Abilities

• Knowledge of medical and/or behavioral health terminology

• Understanding of HIPAA practices and adherence to policy

• Strong organizational skills, comfortable synthesizing information from varied sources

• Ability to motivate, develop, and guide staff to success

• Comfortable managing sensitive and confidential information professionally

• Excellent problem solving and independent decision-making skills

• Experience managing multiple projects and meeting deadlines

• Thrive working independently and collaboratively in a fast-paced environment

• Dedicated to client service and satisfaction

• Able to effectively communicate and build positive workplace relationships at all organizational levels

• Skilled at multitasking daily responsibilities such as answering and returning calls, managing records, and performing insurance verifications

Working Conditions and Physical Demands

• Estimated 10% travel, as needed, primarily local during the business day

• Occasional out-of-area and overnight travel may be required

• Professional office environment, with regular use of computers and office equipment

• Ability to lift up to 50 lbs. and perform physical tasks such as walking, standing, bending, kneeling, squatting, climbing, and stooping

If you are passionate about operational excellence, team leadership, and making a difference in the ABA community, we encourage you to apply for this vital management role!

Compensation Range: $65K - $80K