ABA Operations Manager

Responsibilities include:

Authorizations & Insurance Management

• Manage insurance authorization tracking and renewals.
• Coordinate authorization requests, extensions, and reauthorizations.
• Ensure scheduled services align with approved authorization hours.
• Collaborate with clinical teams to obtain required documentation.
• Resolve authorization-related issues with funding sources.
• Monitor authorization utilization and expiration timelines.

Client Intake & Onboarding

• Oversee new client intake and onboarding processes.
• Coordinate benefit verification and funding source reviews.
• Manage waitlists and client placement activities.
• Schedule assessments and service start dates.
• Maintain communication with prospective families throughout onboarding.
• Monitor intake timelines and conversion metrics.

Operational Leadership

• Manage schedule changes, PTO requests, and staffing coverage.
• Support staff with day-to-day operational needs
• Ensure all authorized hours are appropriately staffed and scheduled.
• Minimize service gaps, cancellations, and staffing disruptions.
• Help develop and improve operational systems and workflows.
• Create standard operating procedures (SOPs).
• Identify opportunities to improve efficiency and service delivery.
• Lead operational projects and process improvement initiatives.
• Support strategic growth objectives.

Staff Support & Retention

• Coordinate employee onboarding and orientation.
• Maintain staff credentialing and compliance records.
• Assist leadership with recruitment and hiring processes.
• Support employee engagement and retention initiatives.
• Serve as an operational resource for staff concerns.

Revenue & Utilization Management

• Monitor authorized, scheduled, and delivered hours.
• Track utilization rates for BCBAs and RBTs.
• Analyze cancellation trends and implement corrective actions.
• Assist leadership with forecasting and capacity planning.
• Support operational initiatives that improve revenue performance.

Compliance & Quality Assurance

• Ensure compliance with payer requirements and company policies.
• Maintain HIPAA-compliant administrative processes.
• Monitor staff credentialing, training, and certification requirements.
• Assist with audits and quality assurance reviews.
• Ensure operational documentation standards are maintained.

Data Reporting & Performance Metrics

• Develop and maintain operational dashboards and reports via Aloha ABA.
• Track key performance indicators (KPIs).
• Present operational data to leadership.
• Identify trends and recommend improvements based on data analysis.

Success in this role will be measured by the following KPIs:

• Schedule Fill Rate
• Staff Utilization
• Client Retention
• Authorization Renewal Compliance
• Reduction in Service Gaps
• Reduction in Cancellations
• Employee Retention
• Onboarding Timelines
• Waitlist Conversion
• Operational Efficiency Metrics

Required qualifications:

• Minimum 2 years of ABA operations, scheduling, intake, authorizations, or practice management experience.
• Experience managing BCBA and RBT schedules.
• Experience with ABA insurance authorizations and renewals.
• Knowledge of ABA service delivery models.
• Experience supporting client onboarding and staffing processes.
• Strong understanding of ABA operational workflows.
• Experience using ABA scheduling and practice management software, Aloha ABA, preferred.
• Proficiency in Microsoft Office and Excel
• Excellent communication, organizational, and problem-solving skills.

For 70 years, St. Mary’s Residential and Community Services has been a premier home for individuals with developmental disabilities, offering personalized care that helps each resident reach their full potential.