Assistant Clinic Success Manager

1. Daily Operations 

• Support the CSM in converting all patient session notes by end of day, making sure both billable and non-billable sessions are completed in CentralReach (CR). 

• Update the daily schedule to reflect patient attendance in real time. 

• Manage day-of schedule changes, including patient and teammate call-outs. 

• Keep the clinic clean and organized throughout the day, including chairs up on cleaning-crew nights and one to two clinic walkthroughs daily. 

2. Weekly Operations 

• Contact families who are waiting for services to provide updates and support. 

• Assist with onboarding prep for new teammates, including welcome gifts, training binders, and materials. 

• Review RBT CentralReach schedules to confirm eligibility for the 30-hour guarantee. 

3. Monthly Operations 

• Help plan and coordinate a monthly team-building event in partnership with the Sunshine Committee. 

• Update Deputy and CentralReach profiles for teammates who transfer locations, including basic info, location, and attendance points. 

• Send monthly therapy attendance reports to caregivers. 

• Audit labels on CentralReach client profiles for accuracy. 

• Monitor certification expirations using the Document Manager report. 

4. New Teammate Support 

• Lead new teammate orientation for BTs and RBTs. 

• Send welcome emails to incoming new hires the week before their start date, and prepare their welcome gifts. 

• Assemble training binders and folders, and create new teammate SharePoint folders from the Master copy. 

• Input teammate training schedules into CentralReach based on CD direction. 

• Track new teammates' progress on CentralReach Institute 40-hour certificate and module completion. 

5. Administrative Support 

• Support supply ordering for the clinic, typically monthly through Amazon subscriptions and bi-weekly as needed. 

• Submit bonus eligibility through Rippling, such as the BT CRI completion bonus. 

• Run the RBT Supervision Report. 

6. Ownership and Initiative 

• Independently own designated operational areas of the clinic, such as scheduling accuracy, onboarding logistics, or documentation timeliness, and be accountable for those areas running well without daily direction. 

• Exercise judgment on day-of operational decisions within established guidelines, including how to resolve schedule changes and coverage gaps, escalating to the CSM when a decision falls outside those guidelines. 

• Serve as an operational point of contact for the clinic when the CSM is out, keeping daily operations moving and communicating clearly about what needs the CSM's attention. 

• Identify recurring operational problems, propose practical solutions, and help implement improvements to clinic workflows. 

• Track operational details across the clinic and proactively flag risks, such as certification expirations, coverage gaps, or schedule issues, before they become disruptions. 

• Partner with the CSM on clinic projects and take ownership of assigned pieces from start to finish. 

• Ability to sit for extended periods while completing administrative tasks and documentation. 

• Ability to stand, walk, and move throughout the clinic environment as needed, including moving quickly in response to teammate or clinic needs. 

• Ability to lift up to 30 pounds when necessary, such as supplies and welcome gift materials. 

• Regular computer and office equipment use for scheduling, documentation, and data entry. 

• Work is performed in an active pediatric clinic environment with varying noise levels and activity, and a dynamic, fast-paced pace with shifting daily priorities. 

• May be present in treatment areas where clients occasionally exhibit challenging behavior; this role does not implement behavioral interventions or crisis procedures, which are performed by trained clinical staff.