Behavioral Health Operations Manager in Southborough, Massachusetts at Epiphany Wellness LLC

JOB SUMMARY:
The Operations Manager plays a pivotal role in overseeing and optimizing all aspects of facility operations within the drug and alcohol rehab center. This leadership position encompasses a range of responsibilities, including the supervision and support of Behavioral Health Technician (BHT) staff, fostering collaboration across all departments, and ensuring the smooth implementation of administrative, functional, and programmatic operations. The Operations Manager plays a crucial role in ensuring the drug and alcohol rehab center operates effectively, delivers high-quality care to patients, and maintains a supportive environment for recovery. This position requires strong leadership, organizational skills, and a commitment to improving the lives of individuals affected by addiction.

CORE FUNCTIONS:

1. Strategic Planning: Leading the development and execution of initiatives that align with our mission to provide compassionate care and support to our patients. By identifying key objectives and collaborating closely with department heads, ensuring our strategies are robust, responsive to industry trends, and focused on continual improvement.

2. Lead, Manage, Assist: Providing effective leadership and management to our Behavioral Health Technicians and across all levels of the organization. Focusing on cultivating a dynamic and motivated workforce through strategic guidance, mentorship and innovation while promoting a culture of accountability.

3. Logistics Management: Overseeing the intricate logistics that ensure seamless operations and exceptional patient care. From managing the Behavioral Health Technicians to optimizing daily scheduling, Prioritizing efficiency and cost-effectiveness without compromising on quality. By maintaining a finely-tuned logistics framework, supporting our operational team in delivering timely and comprehensive treatment while adhering to stringent regulatory standards. With a focus on detail and proactive problem-solving,Ensuring that every aspect of our logistics contributes to the well-being of our staff and clients.

4. Interdepartmental Collaboration: Effective interdepartmental collaboration is vital to our mission of providing clinical and holistic care. Fostering a culture of teamwork and accountability including communication among all departments- from clinical to administrative. Facilitating regular meetings, encouraging shared goals, promoting cross-functional understanding, ensuring every aspect of our operations works in synergy.

5. Performance Metrics Reporting and Integration: Oversee the critical function of performance metrics reporting and integration. By establishing clear metrics aligned with our organizational goals, Ensuring that we continuously monitor and improve our operational efficiency and patient outcomes. Through robust data analysis and interpretation, providing actionable insights to inform strategic decisions and enhance the quality of care we deliver. Integrated into our daily operations, these metrics not only measure our success but also drive ongoing improvements in service delivery, resource allocation, and staff development.

ESSENTIAL DUTIES AND RESPONSIBILITIES AS ASSIGNED:

Management and Administration:

• Attendance in scheduled supervisions with Director of Operations for direct support and leadership training, bringing issues and solutions to be reviewed

• Reviewing Incident Reports and performing root cause analysis, reporting any faults and or findings to DOO for collaboration

• Provide training and new hire orientations to all BHTs

• Completing competencies with BHT staff after 2 weeks of hire

• Provide direct support and supervision of assigned BHT staff including all disciplinary actions, write ups, performance improvement plans, touching base in real time on issues, and all milestone reviews

• Plans, directs, and monitors structural and program changes within the program to clients and staff

• Completes Behave audit including signing off on shift notes, signing off on vehicle logs, signing off on incident reports, maintains message board for necessary information, maintains current client bed board for accuracy, to do’s assigned appropriately and completed and addressing staff in real time of deficiencies

• Communication and collaboration with all departments including facilities, medical, clinical, admissions and human resources

• Communication with clinical department via email, attending clinical meetings, sending operations recap when on call

• Directs and advises staff on the daily workflow of operations

• Assess and communicates overall productivity of operations to direct supervisor

• On call during and after work hours including holidays and weekends.

• Ensures BHT scheduling meets appropriate staffing at all times and covering shifts for direct subordinates when needed including weekends

• Maintains relationship with BHT staff including monthly supervisions and on shift each month with documentation in BHT file

• Ensures urinalysis, breathalyzers medication observation, room and vehicle search protocol is being followed appropriately with correct documentation, if deficiencies are found taking initiative to train staff appropriately

• Effectively assist in client crisis management, AMA blocking, client de-escalation and client refer outs as needed following proper protocol

• BHT responsibilities and duties if needed to cover BHT shift

• Maintains open communication with Director of Operations and follows proper reporting and chain of command

• Assisting in rent collection each week including training BHTs on rent collection

• Conducting monthly staff meetings with prepared material and shared access for BHT staff

• Completing Operations Audits including time off tracker, daily metrics, housing rent collection, hospital visits

• Completing house walk throughs weekly and reporting structural damage, camera offline

• Scheduling interviews for needed shifts, collaborating with human resources for onboarding, cleared drivers license and start date, makes decisions on staffing/hiring and dismissal in collaboration with direct supervisor

• Navigating and updating BHT files in shared drive applicable to the state of employment including employee roster, employee files

• Participates in the development and implementation of Standard Operation Procedures

• Provides analysis that identify and address operational challenges and opportunities

• Monitors the performance of staff through demonstration, sharing knowledge, skills and experience

• Demonstrates adherence to JCAHO standards, federal, state, and local regulations, licensing, and accrediting agencies.

• Leads in the execution of the organization's mission and vision

• Maintains compliance with Ongoing Training, HIPAA regulations, Joint Commission policies, as well as state-specific requirements

• Other duties as assigned

Organizational Culture & Values:

• Cultivate a work environment where respect, empowerment and communication support high-quality, competent and committed staff

• Proactively identifies and addresses safety, organizational, staff and client satisfaction issues, and effectively integrates operational knowledge to address and/or identify risks

• Where applicable manage outside vendors to ensure deliverables for operations are met

• Assists with other projects and duties as assigned

• Attends in participates in interdepartmental meetings

• Oversees compliance regarding housing and clinical policies and procedures are being followed, taking initiative to create changes as needed

• Recommend corrective or preventive measures and implement follow-up recommendations as directed

• Submits adequate documentation regarding employees, standard operating procedures, emails for department collaboration

• Oversees, mitigates, plans and responds effectively to emergent situations involving safety of staff and clients

• Develops staff schedule in collaboration with Lead BHT and BHT Supervisor to ensure shifts are covered and staff is covering shifts

• Properly investigates employee issues as reported and in coordination with investigation protocol collaborating with direct supervisor

• Reviews security footage to ensure safety and efficiency of staff and clients

QUALIFICATIONS

• High school diploma or GED (Bachelors preferred)

• Valid driver's license

• Excellent communication, and organizational skills.

• Understanding of addictions field and treating substance use clients

• Proficient knowledge with google drive and google docs

PHYSICAL DEMANDS:

• Phone Use: Requires significant use of a cellular phone, necessitating fine motor skills, hand-eye coordination, and the ability to view screens for extended periods.

• Sedentary Work: Primarily involves sitting most of the time, but may involve walking or standing for brief periods.

• Computer Use: Requires significant use of a computer and office equipment, necessitating fine motor skills, hand-eye coordination, and the ability to view computer monitors for extended periods.

• Lifting Requirements: Occasionally required to lift and/or move items weighing up to 20 pounds.

• Repetitive Motion: May involve repetitive motions of the wrists, hands, and/or fingers due to extensive writing and typing.

• Vision Requirements: Must be able to read documents and view information on computer screens; may also require the ability to adjust focus.

• Hearing and Speaking: Must be able to communicate effectively with coworkers and clients, both in person and via electronic communication tools.

• Vehicle Use: Requires focus and vision requirements for safe driving of clients

WORK ENVIRONMENTt:

• Clinical Setting: Work is primarily conducted in a clinical outpatient setting designed for therapy sessions, group meetings, and client consultations.

• Interaction with Clients: Frequent direct interaction with clients who are dealing with substance abuse and related behavioral health issues. This includes individual and group therapy sessions.

• Emotional Demands: The environment can be emotionally demanding due to regular exposure to clients dealing with complex and often severe emotional, behavioral, and psychological issues.

• Confidentiality: A high level of discretion and adherence to all confidentiality requirements and regulations is required, respecting the privacy of clients at all times.

• Multi-disciplinary Team Collaboration: Requires close and collaborative work with other health care professionals, including psychiatrists, nurses, social workers, and administrative staff.

• Schedule Flexibility: May require flexible hours, including evenings and weekends, to accommodate the scheduling needs of clients.

• Crisis Situations: Must be prepared to handle acute behavioral health crises professionally and ethically, sometimes with support from other team members.

Medical Testing Environment: Works in an environment where blood and urine samples are collected for drug screening purposes. Although not directly involved in the collection process, must be comfortable working in close proximity to medical testing procedures. The risk associated with these activities is very low, managed through strict adherence to health and safety protocols.