Autism Programs Administrator

Company: Independent Case Management, Inc
Location: Little Rock
Posted on: January 16, 2020

Job Description:

Requirements Bachelor's Degree or Master's Degree preferred Experience with ABA therapy, Early Intervention, and autism spectrum disorders preferred Hands-On Duties (Daily): Communicate with Partners for Inclusive Communities - Autism Wavier Coordinators regarding client POC renewals, deadlines, reassessments, fidelity visits, billing issues and/or concerns, client hours, Medicaid audits, etc. Communicate via phone, email, and/or text with Consultants, Lead Therapists, and Line Therapists regarding client and/or staffing issues and concerns, client programming and materials, personnel matters such as: time off, illness, schedule changes, payroll and/or billing problems. Communicate via phone, email, and/or text with current families regarding program matters, staff availability, staff issues and/or concerns, schedules/hour changes, and other circumstances as they arise. Respond to individual and program emergencies. Read and respond to daily emails and/or previous emails. Answer and/or return phone calls regarding potential customers and available staffing. Communicate with Administrative Assistant regarding hire packets/applicant status, job openings and applications. Review job applications, new and/or upcoming openings. Complete hire packets and other required paperwork associated with new employee hiring. Coordinate new hire training and/or shadowing for Lead and Line Therapists. Hands-On Duties (Weekly): Review and respond to emails sent by Partners regarding client monthly hours report and quality assurance checks. Complete and maintain client record keeping including; licensure files, employee files, and customer files. Email new employees ICM Policies and Procedures, AAP Database Policies & Procedures, and Proliant Login information. Conduct phone and/or email interviews with potential applicants regarding position. Schedule and conduct in-person interviews with potential applicants. Complete hire packets and other required paperwork associated with new employee hiring. Coordinate new hire training and/or shadowing for Lead and Line Therapists Order client program materials, if applicable. Document training hours reported by Lead and Line Therapists from the AAP Online Database. Research events in Arkansas to attend to promote the program. Ensure that Consultants have an ABLLS-R protocol and kit readily available when assessments are scheduled and arrange for pick up and return of ABLLS-R kit/protocol and any other materials Consultant may need for assessment purposes. Organize new and current employee files and ensure paperwork is complete for licensure purposes. Direct recruitment, employee selection, and whenever necessary, disciplinary action within program. Attend meetings as they arise regarding Autism Waiver and/or EPDST-ABA program and billing matters. Ensure program is in compliance with all applicable laws and regulations. Keep informed on current and/or upcoming policy changes and/or regulations within program. Complete Billing & Payroll Changes and/or Final documentation on employees as it applies and submit to HR before and/or after each payroll cycle. Complete payroll procedures. Correct any employee time and/or date errors in Proliant. Verify that time clocked through Proliant matches what the employee has entered on their time sheet in the AAP Database. Monitor total hours for each employee including, Lead and Line Therapist weekly hours. Hours for Lead Therapists should not exceed 6 hours per client per billing week (billing weeks are Sunday-Saturday) Hours for Line Therapists should not exceed 25 hours per client per billing week (billing weeks are Sunday-Saturday) Manually enter Consultants time in Proliant based off of the Rate Payment Sheet submitted by the Consultant at the end of each pay period. Complete billing procedures, if applicable. Review pending claims each pay period and work with ICMs Billing Specialist to help resolve any denials and/or pending claims. Review Medicaid Provider Application spreadsheet and contact Medicaid to inquire about pending Provider Numbers on new and/or current employees. Review documentation in the AAP Database to ensure all Consultants, Lead Therapists, and Line Therapists are documenting complete notes, all areas of the time card is complete and accurate, and the time card has been electronically signed. Review documentation in the AAP Database to ensure all Consultants are delivering evidence-based interventions and Consultant is regularly conducting onsite visits and monthly monitoring of client programs. Review documentation in the AAP Database to ensure all Lead Therapists are working 2-6 hours each week per client. Ensure that any hours worked outside the clients home is justified and appropriate. Ensure time spent outside the home is not in excess of program policy. Monitor total hours for each client to ensure there is justification noted for any underutilization of client hours. Monitor total hours for each client to ensure client hours are not over-utilized for each position, Consultant, Lead Therapist, and Line Therapist. Hands-On Duties (Monthly): Submit credit card receipts that should be billed to ICMs Billing Specialist. Maintain and reconcile department budget and monthly expenses. Audit previous months payroll reports against billing reports and email Billing Specialist any missed billing and/or overages. Create ongoing training materials related to program, program changes, ICM policy and procedures, and evidence-based interventions that count toward employee required training. Attend trainings hosted by state agencies and/or third party agencies regarding AAP Waiver updates/changes, EPSDT-ABA updates/changes, billing and prior authorization updates/changes and other topics as they relate to the Autism Waiver and EPSDT-ABA. Meet families new to the program along with the Consultant (not required, but encouraged). Monitor and provide access to ICMs Lending Library as needed for clients who have exceeded their materials budget and/or clients who need materials but have no allowance (EPSDT clients do not receive any funding for program materials) Make a monthly visit to families who live in same and/or surrounding cities to check-in and discuss program/provider satisfaction, and issues and/or concerns. Develop and maintain a productive work relationship with state and local agency representatives. Keep informed on current and/or upcoming policy changes and/or regulations within program. PandoLogic. Keywords: Administrative Assistant, Location: Little Rock, AR - 72205

Keywords: Independent Case Management, Inc, Little Rock , Autism Programs Administrator, Other , Little Rock, Arkansas