ABA Scheduler and Clinic Administrator

MeBe Family is a provider of evidence-based therapies for children with autism and other special needs. Our mission is to empower families, professionals, and communities by educating and training them on evidence-based approaches. Our secret sauce? Play-filled, research-based care across multi-disciplines including ABA, Speech and OT.

At MeBe Family, you’ll be offered more than a job.  You’ll receive training and support to develop your career and grow as an individual. You’ll work with extraordinary team members who share a common goal, to help children with autism be their best selves.  Your days will be filled with meaning and purpose.

We are looking to grow our team in Los Gatos and hire a proven Clinic Administrator to join our rapidly growing learning center team! 

Under the supervision of the Site Director, with collaboration with other off-site operations teams, this critical role provides the operational and administrative support to the specific learning center.  Often the first person a client and family may see, this role quickly becomes the “face of the center”.

The role directly impacts client family satisfaction and therapeutic progress, as this role is the main scheduler of the site, ensuring clients get slated for services in a timely manner with proper staffing.  A crucial aspect of this role involves helping optimize staff and client schedules to ensure that MeBe can meet the needs of families as quickly as possible while ensuring that our clinicians have an outstanding experience. In addition to optimization of scheduling, this role serves as the main learning site administrator of our EHR system, handles ongoing client paperwork, and coordinates vendors and purchasing.  While the clinical Director of the site handles clinical items and staff management, the Clinic Administrator oversees the operational processes of the center.

About You:

• You take pride in your work, pay attention to the small details and have a reputation for doing high quality work.

• You value transparency and operate with candor and compassion. You inspire others to be their best selves.

• You love to weave fun and laughter into whatever you do. Making a positive impact is what drives you

• You value individuality and find yourself gravitating towards people with other interests who think outside the box, and push the status quo. 

WHAT YOU’LL DO:

• Oversee scheduling processes of your assigned learning center

  • Manage schedules for all MeBe’s clients and services including but not limited to regular scheduled services, assessments, makeups, cancellations, etc

  • Maximize client authorizations, alongside optimizing providers' open availability to maintain efficient usage of client’s authorizations and providers' availability.

  • Complete morning cancellation process by taking call outs

  • Assist with the production and delivery of ongoing reports related to scheduling and fulfillment of scheduled services

• Maintain learning center operations to ensure quality and efficiency

  • Provide concierge-level customer service while interacting with clients and team members, and manage center phone system

  • Manage lobby area by greeting clients, assisting clients at drop off and dismissal as needed, and keeping lobby and front desk area tidy and clean

  • Assist in prepping the center for new hires, ensuring their equipment and welcome materials are ready

  • Assist in tours as needed, either for prospective staff or clients

  • Conduct clinic inventory and manage purchases under direction of Site Director

  • Make copies of information packets as needed for registration, tours, new clients, interviews, etc.

  • Keep bathrooms and kitchen stocked with all necessary supplies

  • Manage the physical space, including coordination of repairs, vendor management, and regularly scheduled maintenance

  • Oversee and perform various clerical and administrative tasks related to center operations and associated issues that require initiative and independent judgment.

  • Update and maintain the site Emergency Preparedness Manual

  • Plan, coordinate, and disseminate information related to Employee Engagement Events, as needed, and develop and maintain site communications (newsletters, flyers)

• Client Management

  • Field calls for potential clients, and pass to FSL team

  • For current clients that wish to enroll in additional services (after school ABA/SLP, OT etc), gather information and send to our Family Success Team

  • Manage the upkeep of MeBe’s EHR system, CentralReach, by ensuring staff and client records are up to date, timesheets are completed, and staff corrections are completed in a timely manner

  • Work collaboratively with other MeBe Operational teams remotely as needed, such as IT, Authorizations, and Intake

Additional Job Details:

• Onsite role with ability to start day at home (approved by Director) to take morning cancellations/call offs

• Full-Time, Monday- Friday

• Equipment provided

• Hours typically are 7-4, with first hour handling incoming cancellation calls and eligible for work from home

• Hourly, Non-Exempt position

Qualifications

• 2 or more years of operations or administrative experience

• Small team scheduling experience

• Scheduling software experience, bonus points for experience with CentralReach

• Behavioral health or pediatrics, preferably ABA scheduling

• Intermediate understanding of Google Workspace, Gsheets, MS Word, Excel, IOS and email

• Self-starter with strong organizational and analytical skills; 

• Innovative with the ability to identify and solve problems

• Dependable - more reliable than spontaneous

• Detail-oriented -- would rather focus on the details of work than the bigger picture

• Bachelors degree preferred

Benefits: 

• Industry benchmarked, competitive pay.  $55,000- $60,000 depending on experience.

• 27 paid days off

• Medical, Vision, Dental- Anthem Insurance; 80% Employee, 50% Dependents

• Life, AD&D, Accident, Hospital Indemnity, Short Term Disability, and Critical Illness Insurance 

• Invest in your mental health with access to free mental health sessions

• Protect your pet with discounted pet insurance

• Secure your future with our 401k program

• Monthly CEU Trainings and CEU reimbursement

• Tuition discounts available to all employees through our University Partnerships

• Expansive treatment spaces

• Options for positions in variety of settings: clinic; in-home; schools; telehealth

• Scheduling department handles reschedules, cancellations and permanent changes to schedules

• Computer and work tools provided

• Company sponsored, fun events for everyone

MeBe provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity or gender expression. 

Visit us online at http://www.mebefamily.com/