Position Summary:
HCO Behavioral Health Services is seeking a highly organized, tech-savvy, and operations-minded Clinical Operations Manager to take full ownership of clinical workflow, staff productivity, client intake coordination, and overall administrative execution. This full-time role combines strategic leadership with hands-on execution — ensuring our clinical and administrative systems run efficiently, clients receive timely service, and staff are supported, held accountable, and aligned with performance expectations.
The ideal candidate will be proactive, analytical, organized, and mission-driven — with the ability to manage both the big picture of performance oversight and the day-to-day execution of intake, scheduling, and client flow. A background in mental health or healthcare is preferred. Provisional licensure (PLPC, LMSW, CSW, PLMFT) is ideal but not required.
Core Responsibilities:
Staff Oversight & Performance Management
- Monitor staff caseloads, session frequency, and clinical documentation compliance
- Conduct weekly productivity and performance audits
- Address underperformance through follow-up, coaching, and if necessary, disciplinary recommendations
- Foster a culture of accountability, professionalism, and continuous improvement
Client Intake & Scheduling
- Manage the full intake process from inquiry to assignment, including:
- Answering incoming calls and inquiries
- Scheduling assessments and therapy sessions
- Matching clients with appropriate providers
- Coordinating across intake, clinical, and administrative teams
- Ensure a seamless onboarding experience for all new clients
Insurance Eligibility & Client Onboarding
- Verify insurance coverage, benefits, and authorization requirements
- Maintain accurate intake paperwork and ensure all required documentation is complete
- Enter new client information into the EHR system accurately and in a timely manner
Clinical Documentation & Compliance
- Track timely completion of assessments, progress notes, treatment plans, and related documentation
- Follow up with providers regarding documentation gaps or errors
- Ensure services meet compliance standards and timelines
System Navigation & Tech Oversight
- Use EHR system and other platforms to pull reports, assign clients, and monitor operational flow
- Ensure that client data, documentation, and authorization status are up to date
- Identify workflow inefficiencies and offer tech-forward solutions to improve operations
Communication & Collaboration
- Serve as a bridge between leadership, clinical staff, intake, and admin teams
- Provide regular updates to leadership regarding staff productivity, caseload needs, and client assignments
- Participate in team meetings and contribute to strategic planning and service delivery improvements
Preferred Qualifications:
- Bachelor’s or Master’s degree in Social Work, Counseling, Psychology, Healthcare Admin, or related field
- 2+ years of experience in behavioral health, clinical coordination, or healthcare operations
- Provisional licensure (PLPC, LMSW, CSW, PLMFT) preferred but not required
- Experience with EHR systems, scheduling platforms, and insurance verification tools
- Ability to work independently and take initiative in a fast-paced environment
Key Traits & Skills:
- Tech-savvy and efficient with navigating digital systems, EHRs, and spreadsheets
- Organized, detail-oriented, and strong at follow-through
- Comfortable leading with both empathy and accountability
- Strong communicator and multitasker
- Passionate about helping clients and improving internal systems
Compensation & Schedule:
- Full-Time: 36–40 hours per week (flexibility with some remote availability)
- Potential for bonuses tied to documentation compliance, client onboarding efficiency, and caseload fulfillment
- Opportunity for growth into senior operations or leadership roles