Operations Manager

Position Summary:

CHRIS 180, Inc. services are rooted in trauma informed care. This care is directed by an understanding of neurological, biological, psychological, and social effects of trauma. We assess consumers to learn if trauma occurred and whether it has a role in behavioral health needs. Some trauma includes sexual, physical, emotional abuse, severe neglect, loss, witnessing violence, substance abuse, imprisoned family member, and abandonment. Understanding when trauma occurred helps us tailor our responses, treatment, and services. Trauma-informed assessments and interventions always acknowledges, respects, and integrates cultural values, beliefs, and practices.

Key Responsibilities:

The primary duties include but are not limited to the following:

• The operations manager will work closely with the various departments involved with a client chart (UM, supervisors, Clinical Director, Clinical administrator) to maintain operational compliance with governmental/state regulations, payor policies, and DBHDD guidelines and requirements
• Oversee all procedures & requirements pertaining to required documentation within the course of services and annually (i.e., initial and annual consents, 6-month paperwork, OFS completed for clinical/MD/nurse, verified diagnostics, safety plan, etc.)
• Meet with staff to go over reports and address ways to stop them from being on reports, that relate to documentation (including staff cancelation reports so staff cancelations are minimal)
• Follow-up with staff who repeatedly on failed claims reports
• Send out weekly notices for failed activities, following up staff maintain compliance with documentation submission guidelines. Make corrections to wrong billing codes sent by UM
• Track staff billable hours. Assist staff in attaining billable hours needed, include direct supervisor/clinical director on outcomes (including write-up or meetings) or discrepancies
• Ensure staff calendars are scheduled out weekly and display a full 40-hour work week, including staff clocking in and out
• Check staff's schedule to be sure there are 30 clients scheduled per week or what is appropriate. Assign or re-assign clients to staff
• Provide feedback for other ways to increase hours (i.e., more assessments, do CSI, etc.). Coach staff up to succeed, get a bonus, etc.
• Provide on the Job training (OJT) for new staff (30-60 0 days),in collaboration with program managers, training them on administrative and operation aspect of the clinician job duties
• This includes ensuring staff complete required training to be in compliance with CHRIS policies, and state training requirements (i.e.., DBHDD, DFCS, etc.). Send notices to staff when there are updates to policies and procedures
• Ensure staff are checking client message boards to keep documents up to date (i.e., documenting needed documents, due dates, client matters, etc.). Ensure staff are keeping charts up to date (including medication management only clients)
• Work with UM to get staff submitting their OTR's in a timely manner (send UM new staff two weeks after hire for a 1-hour UM training)
• Oversee monthly staff internal audits, each staff must do 1 chart audit, assigned by the OP manager, to complete the chart audit form by the 25th day, which is reviewed by the OP manager to ensure proper compliance
• Conduct meetings with staff to provide feedback of internal chart audits and implement corrective action as necessary to achieve required performance
• Work closely with Managers/Supervisors in adherence to program policies, provide training as needed to staff (including consents/OFS by MDs for all meds and treatment to help them understand their part.)
• Report to CCO and Program Managers, any findings and/or problems pertaining to staff documentation patterns
• Support the CCO and Program Managers in any needed disciplinary action for staff who continue to underperform
• Audit charts with Compliance Team and internal clinical teams as scheduled
• Work with UM to plan for, prepare and participate in any external quality reviews, i.e., DBHDD/CMO audits, and other Department of Mental H