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Options for Southern Oregon • Medford, Oregon, United States
Salary: 11 pa
Role & seniority: QA Administrative Manager (mid-level management) for outpatient mental health programs; supervisory responsibilities over direct service staff (e.g., QMHPs, BCBAs, BAIs, QMHAs, MH Techs, Peer Support Specialists).
Stack/tools: EHR systems; data management software; MS Office (Word, etc.); insurance authorization workflows; billing/utilization tracking; chart reviews and QA reporting.
Oversee daily administrative operations (scheduling, calendars, room usage, client service coordination) to optimize billable hours and reduce cancellations.
Ensure regulatory compliance (OHA, Medicaid/OHP, private insurance) and support onboarding, intake, benefits verification, and authorization management.
Track program metrics, prepare monthly activity reports, support QA activities, and coordinate with clinical/program leadership; provide administrative guidance to ABA team as needed.
QMHA licensed or eligible with MHACBO; registered as BAI or complete 40-hour class and enroll as RBT within 4 weeks.
2–4 years of administrative/management experience in healthcare/behavioral health/ABA settings.
Knowledge of Oregon Health Authority rules, insurance authorization processes, and behavioral health standards.
Proficiency with EHRs, data management, MS Office; ability to learn agency systems; ability to pass background and DMV checks.
Schedule: Monday-Friday 8am-5pm
Overview: The Quality Assurance Administrative Manager provides operational support and administrative oversight to identified outpatient team(s) for clients with mental health disorders and/or co-occurring disorders. This role helps to ensure efficient daily operations and may assist with scheduling, case load management, timesheets, regulatory compliance, and coordinated support for clinical staff. Works effectively and collaboratively within the agency and with other mental health professionals, community partners and local, state and federal stakeholders. Adheres to and enforces agency policies and procedures regarding attendance, job performance and professional conduct. The QA Administrative Manager collaborates with program managers, Clinical Supervisors, and administrative teams to maintain smooth workflows and support organization goals.
Supervision Exercised: Provides administrative supervision to direct service staff, which may include QMHPs, BCBAs, BAIs, QMHAs, MH Techs, and Peer Support Specialists, and support staff.
Oversees daily administrative operations of the assigned program, ensuring smooth operations. This includes appointment scheduling, staff calendars, room usage, and client service coordination to optimize billable hours and reduce cancellations.
Supports onboarding of clients following Options protocols to include but not limited to intake, benefits verification, and authorization management.
Ensures adherence to Oregon-specific regulations for department services, including OHA rules, Medicaid (OHP) requirements, and private insurance standards.
Tracks program metrics (e.g., billable utilization, authorization status, staffing ratios, caseload distribution).
Supports recruitment, onboarding, and training of staff in coordination with Clinical Program Managers.
Responds to concerns, escalate clinical issues appropriately, and helps ensure a positive service experience.
Reviews or assists with internal chart review process, compiles data and reports findings to quality assurance team. Communicates with managers around chart audit findings and compiling completed documents. May provide initial UR authorizations.
Prepares monthly activity reports, including but not limited to, consumer survey results, agency feedback, complaint activity, credentialing, critical incidents, utilization review reports, chart compliance, access to services…etc.
Participates in QA activities and may coordinate delegated QA responsibilities.
Works collaboratively within the agency and with outside resources (DHS, health plans, schools and other community resources) to obtain and coordinate services necessary for social development, housing needs, accessing employment and education, medical needs etc.
Travels between sites.
Oversees insurance authorization processes, including initial submissions, concurrent reviews, and re-authorizations specific to the ABA program.
May provide direct 1: 1 ABA sessions with clients as needed to give breaks and support full-time BAIs during their shift.
Provides administrative guidance to BCBAs and BAIs regarding documentation deadlines, timesheet accuracy, and communication protocols.
Must be a QMHA on the Mental Health & Addictions Certification Board of Oregon (MHACBO) registry.
Meet eligibility qualifications to register with MHACBO.
Please visit www.mhacbo.org for more information.
And
Must be registered as a BAI, or complete the required 40-hour class and become a Behavior Analysis Interventionist within 4 weeks of hire. (see http:www.bacb.com for more information on becoming a RBT)
2–4 years of administrative or management experience in healthcare, behavioral health, or ABA-related program settings.
Knowledge of Oregon Health Authority rules, insurance authorization processes, and behavioral health service standards.
Proficiency with EHR systems, data management software, and standard office tools.
Must pass state-required background and DMV checks. Candidate must be able to work independently and flexibly, under general supervision.
Possess business experience sufficient to meet the demands of the position, including proficiency with a variety of software applications.
Candidates must be able to use e-mail, compose documents, save and locate documents electronically, and learn to use our Electronic Health Record (EHR) system. Proficiency in Word and other MS Office applications preferred.
Options for Southern Oregon provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.