Operations Manager Sunrise Holistic Care Villa Park, CA Job Details Full-time $76,000 - $80,000 a year 18 hours ago Qualifications Collaborate with healthcare professionals Staff supervision Managing teams of therapists Team supervision Program development Social service program staff supervision Master's degree Administrative experience Clinical staff training Conducting training sessions as a therapist or counselor supervisor Clinical training Clinical staff mentoring Process management Time management Full Job Description Operations Manager -
ABA Services Location:
Orange County, California Company:
Sunrise Holistic Care Inc.
Employment:
Full-Time Reports To:
Director /
Clinical Director Service Area:
Orange, Los Angeles, Riverside, & San Diego Counties Position Summary Sunrise Holistic Care Inc. is seeking an experienced and motivated Operations Manager - ABA Services to support the day-to-day management and growth of our ABA services in California. This is a combined operations, administrative, and clinical position designed for a BCBA / or Master level ABA supervisor with significant clinical and administrative experience who is interested in responsibilities beyond a traditional clinical caseload. The Operations Manager will take an active role in client intake, staffing, scheduling, employee coordination, service utilization, administrative processes, payer requirements, quality assurance, and business operations , while maintaining selected clinical responsibilities. The successful candidate will work closely with the Director, Clinical Director, BCBAs, Behavior Technicians (BTs), administrative staff, clients, and families to ensure that services are efficiently coordinated, appropriately staffed, clinically sound, and delivered in accordance with organizational and funding requirements. The position is intended to provide an opportunity for a clinically qualified professional to develop broader experience in ABA practice operations and management while continuing to maintain meaningful involvement in clinical services. Key Responsibilities Operations & Administration Coordinate the day-to-day operational activities of ABA services. Serve as a key liaison between management, clinical staff, Behavior Technicians, administrative personnel, clients, and families. Assist with implementation and monitoring of organizational policies, procedures, and administrative systems. Maintain oversight of operational tasks, deadlines, staffing requirements, and outstanding service issues. Identify operational barriers affecting service delivery and coordinate timely solutions. Assist management with workflow development and improvement of administrative processes. Participate in regular operational and clinical management meetings. Prepare operational updates and reports for management as required. Support effective communication between clinical, administrative, billing, and management teams. Client Intake & Onboarding Coordinate new client inquiries, referrals, intake, and onboarding. Ensure required intake documentation and funding information are collected and processed. Coordinate initial assessments and appointments with appropriate clinicians. Maintain communication with families throughout the intake and onboarding process. Track clients from referral through authorization, staffing, and commencement of services. Identify delays in service commencement and work with the relevant team members to resolve them. Support smooth transitions from intake to active ABA services. Staffing & Scheduling Coordinate staffing of new and existing ABA cases. Match Behavior Technicians with clients based on location, availability, experience, clinical needs, and family schedules. Monitor staff availability and caseload capacity. Assist with development and maintenance of client and staff schedules. Respond to scheduling conflicts, cancellations, staff absences, and coverage requirements. Work proactively to minimize interruptions in client services. Maintain oversight of unstaffed and partially staffed cases. Coordinate with recruitment personnel regarding current and anticipated staffing requirements. Participate in interviews and selection of BT/RBT candidates. Assist with onboarding and orientation of newly hired staff. Employee Support & Performance Maintain regular communication with Behavior Technicians regarding scheduling, client assignments, documentation, and operational expectations. Monitor staff attendance, punctuality, reliability, and completion of assigned responsibilities. Identify performance concerns and coordinate appropriate coaching, training, or corrective action with management and clinical leadership. Support staff engagement and retention. Assist newly hired employees with successful transition into client assignments. Ensure staff understand organizational expectations, administrative procedures, and communication requirements. Promote professional communication and accountability across the team. Authorization & Service Utilization Monitor client authorizations and approved service hours. Track delivery of services against authorized hours. Identify underutilized cases, missed sessions, frequent cancellations, staffing gaps, and other barriers affecting service delivery. Work with clinicians, families, BTs, and administrative staff to maximize clinically appropriate utilization of authorized services . Monitor upcoming authorization expiration dates and required documentation deadlines. Coordinate with BCBAs to ensure reassessments, progress reports, and treatment-plan updates are completed within required timelines. Help minimize gaps between authorization approval and commencement of services. Documentation, Billing & EVV Coordination Monitor timely completion of session notes and required service documentation. Assist with resolving discrepancies involving schedules, attendance records, EVV, clinical documentation, and billing information. Work with administrative and billing personnel to ensure services delivered are accurately documented. Follow up with staff regarding incomplete or outstanding documentation. Assist with verification of staff service hours and other operational information required for payroll and billing. Identify recurring administrative issues that contribute to billing delays or service discrepancies and assist with corrective action. Payer & Compliance Support Assist management with administrative requirements associated with commercial insurance, Medi-Cal managed care, Regional Centers, Self-Determination Program services, and other funding sources as applicable. Support payer credentialing, enrollment, authorization, and documentation processes. Assist with preparation for payer reviews and organizational audits. Maintain appropriate operational records and tracking systems. Support compliance with HIPAA, privacy, documentation, EVV, payer, and organizational requirements. Promptly escalate significant compliance, documentation, or service-delivery concerns to management. Clinical Responsibilities The Operations Manager will maintain selected clinical responsibilities as part of the position. Clinical workload will be structured so that sufficient time remains available for operational and administrative responsibilities.
Clinical responsibilities may include:
Maintain a reasonable caseload of ABA clients. Conduct Functional Behavior Assessments (FBAs), skills assessments, caregiver interviews, and behavioral observations. Develop and update individualized ABA treatment plans and Behavior Intervention Plans. Analyze behavioral data and make data-based treatment decisions. Provide clinical supervision, coaching, modeling, and feedback to Behavior Technicians. Observe treatment implementation in home, school, community, and telehealth settings as appropriate. Provide caregiver/parent training and consultation. Review session documentation, treatment integrity, and client progress. Support Behavior Technicians with complex or challenging clinical situations. Participate in clinical case reviews and quality-assurance activities. Provide RBT supervision in accordance with applicable BACB requirements. Where appropriately qualified and assigned, supervise individuals completing behavior-analytic fieldwork requirements. Assist the Clinical Director with selected assessments, clinical reviews, or complex cases as needed. Client & Family Relations Maintain professional and responsive relationships with clients and families. Respond to operational concerns raised by families regarding staffing, scheduling, communication, or continuity of services. Work collaboratively with clinical staff when family concerns involve treatment or clinical decision-making. Follow up on service concerns to ensure appropriate resolution. Support client satisfaction and retention through consistent communication and responsive service coordination. Help ensure families understand relevant administrative processes and whom to contact for clinical versus operational matters. Quality Assurance & Service Improvement Monitor operational and selected clinical quality indicators. Review staffing stability, service utilization, cancellations, documentation completion, and client service gaps. Identify trends affecting service quality or operational efficiency. Recommend practical improvements to systems and workflows. Participate in internal quality reviews and case-management meetings. Work collaboratively with the Clinical Director to ensure operational decisions support clinical quality. Promote consistent implementation of company policies and procedures. Business Development & Growth Support Support the continued development of Sunrise Holistic Care Inc.'s ABA services throughout Orange County. Assist with establishing and maintaining relationships with referral sources and community partners. Monitor new referrals and identify areas of increasing demand. Help management identify staffing requirements necessary to accept additional clients. Participate in community outreach and networking activities as assigned. Support timely conversion of appropriate referrals into active services. Identify operational opportunities to improve client retention, staff retention, service utilization, and organizational efficiency. Contribute practical recommendations for responsible and sustainable growth of ABA services. Minimum Qualifications Current Board Certified Behavior Analyst (BCBA) certification in good standing (Preferred, but not essential). Master's degree or higher in Applied Behavior Analysis (ABA) or other related subject but with significant emphasis on ABA (essential). Experience providing or supervising ABA services (essential). Experience supervising, training, or mentoring Behavior Technicians/RBTs (essential). Demonstrated ability to manage administrative responsibilities in addition to clinical work. Strong organizational and time-management skills. Strong written and verbal communication skills. Ability to manage multiple priorities, staff concerns, client needs, and administrative deadlines. Ability to work independently and take initiative in resolving operational problems. Ability to collaborate effectively with management, clinicians, administrative staff, families, and external stakeholders. Reliable transportation and ability to travel throughout Orange and surrounding Counties as required. Preferred Qualifications At least 1-2 years of experience as a BCBA Previous experience as an ABA Supervisor, Program Supervisor, Operations Coordinator, Operations Manager, Clinical Supervisor, or similar position. Experience with home- and community-based ABA services. Experience with commercial insurance, Medi-Cal managed care, Regional Centers, and/or Self-Determination Program services. Experience with client intake, scheduling, staffing, authorizations, and utilization management. Experience participating in recruitment, onboarding, and performance management of BTs/RBTs. Familiarity with EVV, electronic clinical documentation, scheduling, billing, and practice-management systems. Experience supporting growth or development of an ABA program is desirable. Skills & Competencies The successful candidate should demonstrate: Strong organizational and administrative abilities Effective staff leadership and communication Sound clinical judgment Ability to balance operational and clinical priorities Strong problem-solving and decision-making skills Data-based clinical and operational decision-making Ability to manage multiple competing priorities Attention to documentation and compliance Professional communication with families and staff Initiative and accountability Ability to identify problems and follow them through to resolution Understanding of the relationship between clinical quality, staffing stability, service utilization, client satisfaction, and sustainable business operations Commitment to ethical and person-centered ABA practice Performance Expectations Performance will be evaluated across both operational and clinical responsibilities , including: Timely client intake and onboarding Effective staffing and scheduling Reduction of avoidable unstaffed cases and service gaps Appropriate utilization of authorized service hours Staff attendance, reliability, and retention Timeliness and accuracy of administrative processes Documentation and EVV compliance Responsiveness to clients, families, and employees Effective management of operational problems Timely coordination of authorization requirements Client retention and continuity of services Quality of assigned clinical work Quality of BT/RBT supervision Compliance with ethical, payer, and organizational requirements Achievement of agreed operational and clinical productivity expectations Contribution to service growth and organizational efficiency About Sunrise Holistic Care Inc. Sunrise Holistic Care Inc. provides individualized, evidence-based behavioral services designed to improve meaningful skills, independence, participation, and quality of life. We value clinical quality, ethical practice, operational efficiency, accountability, staff development, and responsive service to families . The Operations Manager will play an important role in connecting our clinical and administrative functions and supporting the continued growth of our ABA services in Orange County. Sunrise Holistic Care Inc. is an Equal Opportunity Employer.
