Job Description
Job Description:\n\nBenefits:401(k) matchingCompetitive salaryPaid time offAbout Minnesota Mental Health SolutionsMinnesota Mental Health Solutions is a leading provider of Applied Behavior Analysis (ABA) therapy and Early Intensive Developmental and Behavioral Intervention (EIDBI) services, serving children and adolescents with Autism Spectrum Disorder and related developmental disabilities throughout the Twin Cities metropolitan area. Our state-of-the-art clinic in Eden Prairie, Minnesota, serves as the hub of our clinical operations, providing comprehensive assessment, individualized therapy, family training, and coordinated care services.We are dedicated to clinical excellence, regulatory compliance, operational efficiency, and exceptional customer service. Our multidisciplinary team includes Board Certified Behavior Analysts (BCBAs), Licensed Behavior Analysts (LBAs), Behavior Analysts (BAs), Registered Behavior Technicians (RBTs), administrative professionals, and support staffall working collaboratively to deliver evidence-based interventions that create meaningful, lasting change in the lives of the children and families we serve.At Minnesota Mental Health Solutions, we believe that exceptional clinical outcomes are built on a foundation of strong operational systems, compliant business practices, effective team coordination, and a culture of continuous improvement. We are seeking a highly skilled, detail-oriented, and strategic Clinic Manager to lead our operational excellence and ensure our clinic runs seamlessly while maintaining the highest standards of regulatory compliance and customer satisfaction.Position OverviewThe Clinic Manager is a critical leadership position responsible for overseeing all non-clinical operations of Minnesota Mental Health Solutions' clinic facility and administrative infrastructure. This role serves as the operational backbone of the organization, managing day-to-day business operations, regulatory compliance, financial administration, human resources functions, facilities management, technology systems, billing and revenue cycle management, client relations, and quality assurance processes.The Clinic Manager works in close partnership with the Managing ABA Supervisor and clinical leadership team to ensure operational systems support clinical excellence, staff productivity, family satisfaction, and sustainable business growth. This position requires an exceptional leader who can balance multiple priorities, think strategically, solve problems proactively, maintain meticulous attention to regulatory compliance, and create efficient systems that allow clinical staff to focus on delivering outstanding patient care.The ideal candidate is a highly organized, mission-driven professional with healthcare management experience, deep knowledge of Minnesota Department of Human Services (DHS) regulations, expertise in medical billing and insurance operations, strong financial acumen, and outstanding interpersonal skills. This individual thrives in fast-paced environments, demonstrates unwavering integrity, embraces accountability, and is passionate about building operational infrastructure that enables transformative clinical outcomes.This is a full-time, salaried leadership position offering competitive compensation, comprehensive benefits, professional development opportunities, and the chance to shape the operational foundation of a growing, mission-driven organization.Key ResponsibilitiesRegulatory Compliance & Quality AssuranceServe as the primary compliance officer for Minnesota Mental Health Solutions, ensuring 100% adherence to all Minnesota Department of Human Services (DHS) regulations governing EIDBI services, including:Provider enrollment and credentialing: Maintain active enrollment status with Minnesota DHS, ensure all clinical and administrative staff meet DHS qualification requirements, and maintain current credentialing filesBackground studies (Minnesota Statutes Chapter 245C): Coordinate and document all required background studies for employees, volunteers, and contractors; maintain compliant personnel files; track background study expiration dates and initiate renewalsPersonnel file compliance: Ensure all employee files contain required documentation including applications, reference checks, credential verification, job descriptions, performance evaluations, training records, supervision logs, and disciplinary actionsService authorization and utilization management: Track service authorizations, monitor unit utilization, coordinate reauthorization requests, and ensure services are delivered within approved parametersClinical documentation standards: Ensure all Individual Treatment Plans (ITPs), progress notes, supervision logs, assessment reports, and discharge summaries meet DHS documentation requirementsSupervision ratio compliance: Monitor and document that clinical supervision meets the required 1:16 ratio (one hour of supervision per 16 hours of direct treatment)Informed consent and family rights: Maintain compliant informed consent processes, family rights notifications, grievance procedures, and appeals processesCultural competency and language access: Ensure availability of interpretation services, translated materials, and culturally responsive practices for diverse populationsIncident reporting and management: Establish and maintain incident reporting systems, conduct root cause analyses, implement corrective action plans, and report incidents to DHS as requiredPrepare for and coordinate DHS audits and site visits, including:Conducting internal mock audits on a quarterly basis to identify and remediate compliance gapsOrganizing and maintaining audit-ready documentation systems for personnel files, clinical records, billing documentation, and policy manualsServing as primary point of contact for DHS auditors, licensing specialists, and regulatory inspectorsDeveloping and implementing corrective action plans in response to audit findingsDocumenting all audit activities and maintaining records of compliance improvementsDevelop, implement, and maintain comprehensive policies and procedures covering:Human resources practices (recruitment, onboarding, performance management, discipline, termination)Clinical operations and service delivery protocolsBilling and revenue cycle managementConfidentiality, HIPAA, and data securityEmergency response and crisis managementFacilities management and safety protocolsQuality improvement and customer service standardsMonitor regulatory changes from Minnesota DHS, federal agencies, BACB, and insurance payers; update policies, procedures, and training materials accordinglyMaintain all required business licenses and permits, including:Minnesota DHS EIDBI provider enrollmentBusiness licenses and registrationsProfessional liability insuranceWorkers' compensation insuranceFacility liability insuranceCAQH provider enrollment and credentialing updatesImplement and oversee quality assurance programs, including:Regular audits of clinical documentation, billing accuracy, and compliance metricsCustomer satisfaction surveys and feedback mechanismsKey performance indicator (KPI) tracking and reportingContinuous quality improvement initiativesBilling, Revenue Cycle Management & Financial OperationsOversee all aspects of billing and revenue cycle management to ensure accurate, timely, and compliant claims submission and payment collection, including:Insurance verification and eligibility: Verify client insurance coverage, benefits, authorization requirements, and eligibility for EIDBI services prior to service initiationPrior authorization management: Coordinate submission of authorization requests, track authorization status, monitor authorization expirations, and initiate reauthorization requests 45-60 days prior to expirationClaims submission and processing: Ensure accurate and timely submission of claims for all CPT codes (97153, 97155, 97156, 97157, H0046) with appropriate documentation, modifiers, and diagnosis codesDenial management and appeals: Review denied claims, identify denial reasons, implement corrective actions, submit appeals with supporting documentation, and track appeal outcomesPayment posting and reconciliation: Post payments, reconcile accounts receivable, identify payment discrepancies, and follow up on outstanding balancesAccounts receivable management: Monitor aging reports, prioritize collection activities, communicate with payers regarding payment delays, and escalate unresolved issuesPatient billing and collections: Issue patient statements for co-pays, deductibles, and coinsurance; establish payment plans when appropriate; follow up on outstanding patient balancesRevenue reporting and analysis: Generate monthly revenue reports, analyze collection rates, identify revenue cycle bottlenecks, and implement process improvements to optimize cash flowMaintain relationships with insurance payers, including:Medical Assistance (Medicaid) programsManaged Care Organizations (UCare, Blue Plus, Medica, HealthPartners, Hennepin Health, PrimeWest Health)Commercial insurance carriersEmployee Assistance Programs (EAPs)Collaborate with billing software vendors and clearinghouses to troubleshoot claim submission issues, implement electronic claim submission processes, and optimize revenue cycle technologyManage clinic budget and financial operations, including:Developing annual operating budgets in collaboration with executive leadershipMonitoring monthly expenses against budget projectionsApproving expenditures within authorized limitsTracking payroll, benefits, and staffing costsManaging vendor relationships and negotiating contracts for supplies, equipment, and servicesIdentifying cost-saving opportunities while maintaining service qualityPrepare financial reports and presentations for executive leadership, board of directors, and external stakeholders, including:Monthly profit and loss statementsRevenue and collection rate analysisExpense tracking and variance reportsCash flow projectionsKey financial performance indicatorsHuman Resources Management & Staff SupportLead all human resources functions for clinical and administrative staff, including:Recruitment and hiring: Develop job postings, screen resumes, coordinate interviews, conduct reference checks, extend offers, and manage pre-employment processes (background studies, I-9 verification, credential verification)Onboarding and orientation: Conduct comprehensive new employee orientation covering agency policies, DHS regulations, HIPAA compliance, emergency procedures, benefits enrollment, and administrative systemsPersonnel file management: Maintain compliant employee files containing all required documentation, conduct regular file audits, and ensure confidentiality of personnel recordsPerformance management: Coordinate annual performance evaluations in partnership with clinical supervisors, document performance issues, develop performance improvement plans, and administer disciplinary actions when necessaryEmployee relations: Address employee concerns, mediate conflicts, investigate complaints, and maintain a positive, respectful work environmentTermination processes: Conduct exit interviews, process final paychecks, retrieve company property, deactivate system access, and document termination reasonsManage payroll and timekeeping systems, including:Reviewing and approving timesheets for accuracy and complianceEnsuring proper coding of billable vs. non-billable timeProcessing payroll in coordination with payroll service providerTracking paid time off (PTO) accruals and usageManaging overtime authorization and trackingEnsuring compliance with wage and hour laws (FLSA)Administer employee benefits programs, including:Coordinating benefits enrollment for new hiresManaging open enrollment processesServing as liaison with benefits brokers and insurance carriersEducating employees about benefits options and eligibilityProcessing qualifying life event changesManaging COBRA administration for terminated employeesOversee training and professional development, including:Coordinating mandatory DHS training requirements (cultural competency, HIPAA, mandated reporting, etc.)Scheduling continuing education opportunities for clinical staffTracking CEU completion and credential renewal deadlines (BCBA, LBA, RBT certifications)Maintaining training records and certificatesMaintain workers' compensation and workplace safety programs, including:Coordinating workers' compensation claims and return-to-work processesConducting safety inspections and risk assessmentsEnsuring compliance with OSHA regulationsManaging workplace injury reporting and documentationFacilities Management & OperationsOversee all aspects of clinic facility management, including:Space planning and utilization: Optimize therapy room assignments, ensure adequate space for clinical activities, and plan for facility expansion as neededSafety and security: Maintain secure premises with appropriate access controls, security systems, emergency exits, and visitor management protocolsMaintenance and repairs: Coordinate routine maintenance, emergency repairs, equipment servicing, and facility improvements with vendors and contractorsCleaning and sanitation: Ensure clinic maintains high standards of cleanliness, infection control, and sanitation in compliance with health department requirementsEquipment and supplies: Manage inventory of clinical materials, office supplies, technology equipment, furniture, and therapeutic tools; negotiate vendor contracts; process purchase orders; and monitor supply budgetsADA compliance: Ensure facility meets Americans with Disabilities Act (ADA) accessibility requirements for clients and employeesEmergency preparedness: Develop and maintain emergency response plans, conduct fire drills, maintain emergency supplies, and train staff on emergency proceduresManage clinic technology infrastructure, including:Electronic Health Record (EHR) system: Administer EHR platform (Central Reach, Catalyst, or similar), manage user accounts, troubleshoot technical issues, coordinate system updates, and ensure data securityData collection and billing software: Ensure clinical and administrative staff are trained on technology systems and provide ongoing technical supportHIPAA-compliant communication systems: Manage secure email, phone systems, fax systems, and telehealth platformsIT support and cybersecurity: Coordinate with IT vendors for technical support, data backups, cybersecurity measures, and HIPAA complianceManage telecommunications and office systems, including phones, internet, copiers, printers, and office equipmentClient Relations & Customer Service ExcellenceServe as primary point of contact for families seeking services, including:Intake coordination: Respond to new client inquiries, explain services offered, verify insurance coverage, schedule initial assessments, and guide families through enrollment pro
