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
  • 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

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