Clinic Manager / Center Manager (BCBA/BCaBA)

Job Description

Job Description

Clinic Manager / Center Manager (BCBA/BCaBA) 

Role Overview 

The Clinic Manager bridges the gap between daily clinical care and operational excellence by providing strategic leadership and hands-on oversight. This role is responsible for facility management, leading administrative and behavioral technician teams, optimizing patient scheduling, and ensuring strict compliance with medical and funding standards. 

Operating under a "Prevention-First" model, the ideal candidate doesn't just react to operational bottlenecks; they build and maintain the structural alignment frameworks necessary to prevent them, ensuring the clinical team can focus entirely on delivering exceptional care. 

The Clinic Manager serves as the onsite operational leader responsible for ensuring the clinic runs smoothly each day by supporting staff, families, clients, and clinical teams. This role requires a visible presence in the clinic, proactive problem-solving, and the ability to manage day-to-day operations while maintaining a positive and organized environment. 

Schedule & Work Hours 

The Clinic Manager is expected to work a consistent Monday through Friday schedule: 

Option 1: 8:00 AM – 4:00 PM 

Option 2: 8:00 AM – 5:00 PM with a one-hour lunch break 

The Clinic Manager must be available onsite during clinic operating hours to oversee daily activities, support staff, address operational needs, and ensure a smooth experience for clients and families. 

Key Responsibilities 

1. Operational Leadership & Day-to-Day Facility Oversight 

Daily Clinic Operations 

• Open the clinic each morning and ensure the facility is prepared for the day. 

• Complete opening procedures, including opening blinds, checking the environment, and ensuring all areas are organized and ready for clients and staff. 

• Ensure all supplies, reinforcers, materials, and operational necessities are stocked and available. 

• Confirm clients are prepared for their scheduled sessions and that staff are ready to receive clients upon arrival. 

• Greet families and provide a welcoming, professional experience for parents and caregivers. 

• Serve as the onsite point person for daily operational questions, concerns, and problem-solving. 

Front Desk & Facility Maintenance 

• Manage day-to-day front desk operations, facility cleanliness, and overall center safety compliance (e.g., fire drills, security checks, hazard-free spaces). 

• Ensure the clinic maintains a safe, clean, organized, and professional environment. 

• Monitor facility needs and coordinate repairs, maintenance, and vendor communication when needed. 

Schedule & Session Coverage 

• Oversee patient rostering, scheduling, and session coverage to maximize clinical hours and minimize daily disruptions. 

• Problem-solve last-minute cancellations, staffing changes, and scheduling challenges. 

• Ensure appropriate coverage for client sessions when unexpected staffing needs arise. 

• Coordinate staff coverage for lunches, breaks, and scheduled downtime. 

• Provide coverage support for client transitions, naps, activities, and other daily operational needs as required. 

Activity Coordination 

• Oversee the daily schedule of client activities, ensuring smooth transitions between individual therapy, group socials, and structured play. 

• Ensure staff follow daily schedules, routines, and operational expectations. 

Budget & Supply Procurement 

• Manage the center’s budget, inventory, and procurement of supplies, tracking everything from cleaning essentials to clinical reinforcers so the team always has what they need. 

SOP Execution 

• Implement and refine Standard Operating Procedures (SOPs) to maintain a highly organized, efficient, and predictable clinic environment. 

• Identify operational gaps and create systems to prevent recurring issues. 

2. Staff Management & Culture Building 

Time Management & Accountability 

• Ensure all floor staff and Registered Behavior Technicians (RBTs) remain strictly on-task, adhering to scheduled client sessions, administrative blocks, and daily duties. 

• Provide real-time support, coaching, and accountability to maintain operational consistency. 

Performance Metrics 

• Ensure RBT performance scorecard metrics and session integrity checklists are consistently met through regular feedback and coaching. 

Recruitment & Onboarding 

• Lead the recruitment, hiring, seamless onboarding, and operational training of new RBTs and administrative staff. 

• Ensure new employees understand clinic expectations, workflows, and operational procedures. 

Workplace Culture 

• Foster a collaborative, positive, and transparent environment among clinical and operational colleagues to boost morale and reduce industry-wide burnout. 

• Maintain a visible leadership presence and ensure team members feel supported. 

3. Clinical Compliance & Quality Assurance 

Regulatory Compliance 

• Ensure all Applied Behavior Analysis (ABA) service delivery, client files, and staff credentials remain fully compliant with HIPAA, health insurance regulations, and funding mandates. 

Audit Readiness 

• Maintain a continuous state of audit-readiness through proactive risk mitigation and meticulous data integrity checks. 

Incident & Vendor Management 

• Handle incident reports promptly and manage relationships with third-party vendors. 

Key Performance Indicators (KPIs) 

The success of the Clinic Manager will be measured by the following operational and cultural benchmarks: 

Utilization Rate 

• Maximizing scheduled therapy hours relative to available clinic capacity and reducing last-minute session cancellations. 

Staff Retention & Engagement 

• Maintaining high morale and low turnover rates among RBTs and administrative staff through proactive leadership and consistent support. 

Compliance Score 

• Achieving 100% audit-readiness on all administrative paperwork, staff credentials, and billing documentation. 

Facility Upkeep & Safety 

• Maintaining a consistently clean, fully-stocked, and safe environment with zero compliance failures in safety drills or facility checks. 

Daily Operational Excellence 

• Ensuring smooth clinic opening and closing procedures. 

• Maintaining consistent staff coverage. 

• Resolving daily operational barriers quickly. 

• Ensuring families, clients, and employees experience reliable support. 

Qualifications & Requirements 

Management Experience: 

1–3+ years of healthcare operations or office management experience, specifically handling a large team of hourly employees. Experience within an autism clinic, ABA practice, pediatric mental health setting, or healthcare environment is highly preferred. 

Systems Thinker: 

Proven track record of managing schedules, inventory, operational workflows, and team processes effectively. 

Essential Soft Skills 

High Emotional Intelligence (EQ) 

Ability to hold staff accountable to strict operational metrics while maintaining an empathetic, supportive approach that prevents burnout. 

De-escalation & Conflict Resolution 

Calm under pressure; skilled at navigating difficult conversations with passionate staff members or stressed parents with grace and professionalism. 

Active Listening 

A collaborative approach that values feedback from both clinical directors and entry-level technicians to keep the team aligned. 

Crisis Composure 

Sound judgment and a steady presence during chaotic, fast-paced situations or clinical emergencies. 

Education & Certifications:

• Bachelor's degree in healthcare administration, Business, Psychology, or a related field preferred. 

• Hands-on clinic leadership experience is highly valued. 

• Active RBT certification, BCBA/LBA licensure and current CPR/First Aid certification. 

What We Offer:

• Competitive salary and comprehensive benefits package (Medical, Dental, Vision). 

• Generous Paid Time Off (PTO) and paid holidays. 

• A collaborative, mission-driven work environment where your leadership directly impacts the community and the families we serve. 

• Opportunities for professional development and leadership growth. 

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