Roles & Responsibilities

Roles & Responsibilities

Reporting:

 

Director:

  • Quarterly & annual state reporting
  • Insurance:
    • Workmen’s compensation
    • General Liability
    • Malpractice
  • Rent and office expenses
  • Audits:
    • Tax
    • Insurance
    • Workman’s compensation
    • Theranest
  • Tax reporting and corporation maintenance
  • Monitor billing procedures/issues:
    • Zirmed
    • Invoice aging
    • Collections
  • Maintain credentialing with insurance
  • Legal (paperwork review/counsel)
  • Payroll reporting to Zenefits
  • Oversee office staff
  • Oversee social media outlets
  • Oversee advertising accounts
  • Order supplies/business cards
  • Update policies and procedures
  • Liaison to:
    • Financial advisor/accountant
    • Web development/SEO
    • Human resources
    • Graphic design
    • Other contractors
  • Hiring process
  • Observation and supervision of Clinical Supervisor
  • EAP paperwork/submission
  • Conduct presentations and proposals
  • Write/maintain curriculum for groups, presentations and trainings
  • Facilitate trainings
  • Coordinate special programming
  • Maintain blog
  • Update and maintain website
  • Limited caseload with selected clients

Clinical Supervisor:

  • Personal caseload of up to 20 clients
  • Conduct presentations as assigned by Director
  • Maintain up to date licensure/certification
  • Uphold ethics and professionalism in role
  • Supervision:
    • Understand state regulations/expectations
    • Assist and send required paperwork
    • Meet weekly individually with supervisees
    • Facilitate 1 group supervision a month
    • Act as co-counselor on all cases
    • Conduct observations
    • Review weekly progress notes
    • Respond to insurance clinical reviews
    • Coordinate counselor availability between offices
    • Conduct trainings
    • Manage emergency/crisis situations/referrals
  • Approve/deny counselor transitions
  • Hiring process and training
  • Promote business at scheduled events
  • Enforce office policies and procedures
  • Respond to customer concerns
  • Monitor EHR system and scheduled reporting
  • Monitor daily office operations/office calendar
  • Maintain file systems
  • Supervision with Director
  • Other projects as assigned by Director

Licensed Professional Counselor:

  • Maintain accurate records such as clinical hours, progress notes and communication according to policies and training
  • Uphold current licensure according to state and professional ethics and practice
  • Maintain credentialing status with insurance
  • Seek supervision as needed
  • Register and schedule clients in office staff absence
  • Assist Office Manager by distributing billing communication and collecting copays
  • Provide counseling to clients/groups within scope of practice
  • Attend group trainings
  • Promote organization through networking and at appropriate events

Licensed Associate Counselor:

  • Participate in individual & group supervision & clinical observations
  • Participate in trainings
  • Maintain accurate records such as clinical hours, progress notes and communication
  • Keep a caseload of maximum 25 clients per week
  • Uphold current licensure according to state and professional ethics and practice
  • Seek supervision from director and clinical supervisor as needed while upholding confidentiality
  • Register and schedule clients in office staff absence
  • Assist Office Manager by distributing billing communication and collecting copays
  • Provide counseling to clients/groups within scope of practice
  • Promote organization through networking and at appropriate events
  • Clinical hours are defined as any direct client contact including phones conversations, sessions (individual, couples or groups), preparing forms, note taking, assisting in advertising events or assisting in presentations.  Please note, hourly wages reflect only client billable sessions except late cancellations/no shows-those will be paid at half the hourly rate once client payment has been received
  • Non-clinical hours (unpaid) are defined as individual supervision, group supervision, office assistance, trainings and other non-clinical organizational time

Office Manager:

  • Maintain HIPAA compliance certification
  • Register and schedule new clients with appropriate counselor and office location
  • Verify eligibility and benefits prior to intake session
  • Maintain database of active and inactive clients
  • Stay current in all insurance company practices and policies
  • Coordinate all billing procedures including invoices, receipts, reports, claim submission, corrected claims and collections processes
  • Maintain accurate records and files for all office staff
  • Produce daily, weekly, monthly and annual reports as requested by Director
  • Assist all staff with client communications
  • Provide customers with requested information when applicable
  • Maintain office appearance
  • Attend non-clinical part of staff meetings
  • Other duties as assigned by Director

Office Assistant:

  • Maintain HIPAA compliance certification
  • Register and schedule new clients with appropriate counselor and office location
  • Assist all staff with in calendar management
  • Coordinate some billing procedures in Office Manager absence including  collecting copays, invoices, receipts, eligibility, reports, claim submission, and rejected claims
  • Maintain social media presence weekly
  • Assist Director/Clinical Supervisor with advertising campaigns
  • Attend advertising opportunities
  • Network with other organizations
  • Other duties as assigned by Director or Office Manager
  • Organize counseling resources and supplies
  • Maintain active supply list
  • Maintain office appearance

Intern:

  • Keep all client information confidential
  • Coordinate and communicate school internship procedures and requirements
  • Assist Office Assistant with scheduling, re-scheduling , registering and checking in clients
  • Assist with group counseling preparation and facilitation
  • Attend group and individual supervisions (individual counselor discretion)
  • Assist counselors with obtaining resources for sessions
  • Interview professional staff to gain knowledge and skills of field experience
  • Aid Director and Clinical Supervisor with presentations and other projects as assigned
  • Assist Office Assistant with projects as assigned