JOB TITLE: CHILDREN’S THERAPY SERVICES (CTS) COORDINATORImmediate Supervisor: Director of Children’s Therapy ServicesSupervision Exercised: CTS Program Aides and InternsSUMMARY: The CTS Office Manager supports Children’s Therapy Services, provides excellent customer service to families and customers, and is responsible for operations regarding initial contact, intake inquiries, coordinating services, billing, customer data tracking, and on-going communication with Children’s Therapy Services customers.
In addition, this position provides front desk and office support for the Sobrato site.DUTIES AND RESPONSIBILITIES:CTSINTAKE/CUSTOMER SERVICEProvide excellent customer service, answer calls and emails, answer questions and obtain necessary information to schedule appointments, ensure seamless service delivery, and triage all inquiries to appropriate agencies and staffSchedule and provide tours to potential clients and third parties (i.e., Regional Center) and coordinate intake and screening for Children’s Therapy Services.Oversee distribution and collection of daily service and annual customer satisfaction surveys for all Children’s Services families.PRODUCTIVITYOversee therapist scheduling to support productivity targets; oversee client waitlist and PROACTIVELY FOLLOW UP WITH CLIENTS, provide administrative support to ensure children receive therapy services in a timely manner as per contract agreementsProvide on-going business/service data to Children’s Therapy Services Director, and Lead TherapistsTrack, report and analyze program metrics and advise leadership team for improved financial outcomes.BILLINGAssist families with information regarding insurance coverage.Administer Children’s Therapy Services billing in collaboration with Accounting (ex.
POS, private pay/school district contract(s), etc.), upload and create authorizations in the billing/scheduling system.Oversee tracking system to ensure authorized hours are correct and utilized.Oversee tracking systems for families utilizing Community AbilityPath Children’s Services subsidies and grants as applicable.Coordinate order of CTS parent room snacks and office suppliesOfficeResponsible for front desk and reception area at the Sobrato OfficeOversee opening of daily mail and distribution to Sobrato staffAct as point person for Sobrato management and facilities issues (in absence of Facilities and Safety staff)Provide oversight for Sobrato office professional appearance and functionalityManage Sobrato conference room reservations, and set for meetings as neededOther duties as assignedDIVERSITY EQUITY AND INCLUSION RESPONSIBILITES:Advance AbilityPath’s mission through dedicated time to Diversity Equity and Inclusion (DEI) efforts across the organization, including but not limited to the below responsibilities:Participate/Actively engage in opportunities for self-education, learning and development and ongoing all-staff and department-specific DEI trainings and dialoguesParticipate/Actively engage in reflective practice and feedback as part of onboarding, 30-60-90, annual DEI goal setting, and performance reviewsEngage in feedback loops with managers, staff, teams, clients, and listen with the intention of understanding people’s experiencesCollaborate with peers, community members and partners to incorporate DEI learnings about bias, microaggressions, discrimination, current social events and lived experiences (and any other DEI-related topics) to shape program services, self-care practices and organizational cultureGENERAL CTS DUTIES AND RESPONSIBILITIES:Actively promote the organization, its philosophy, and its missionAttend organization functions and meetings as requiredPartner with other AbilityPath departments to coordinate services and collaborateComply with children’s and participant’s rights, AbilityPath and administrative policies, CARF standards, DOL compliance, IRS regulations, CAL-OSHA, quality assurance standards, etc.Must act as a mandated reporter, and is responsible to report any known or suspected adult/child abuseMust comply with applicable federal, state and local regulations and lawsEDUCATION AND WORK EXPERIENCE:Any combination of education and experience that would likely provide the required knowledge, skills and ability is qualifying, unless otherwise specified.Bachelor’s degree in applicable field preferredThree to five (3-5) years of experience in applicable field preferredBilingual preferred (Spanish/English)HIRING REQUIREMENTS:Valid California Driver’s License/IDClean driving record (if applicable)Proof of negative TB test resultsVerification of physical clearancePassing a criminal fingerprint clearance18 years of age or job permit clearanceProof of Covid-19 Vaccination or approved exemption for medical or religious reasonsPHYSICAL ACTIVITY:Accommodations made upon request to Human ResourcesAbility to physically respond to children with special needsAbility to lift at least 25 lbs.
as neededAbility to sit, stand, stoop, and bend frequentlyAbility to sit and keyboard as needed