WellSpring Counseling – Business Operations Manager

JOB TITLE: WELLSPRING BUSINESS OPERATIONS MANAGER

SUPERVISOR: COYFC Executive Director and COO

SUPERVISES: Intake Coordinator

GOAL: To ensure the financial health and operational excellence of WellSpring Counseling by managing the billing process and providing strategic administrative support. This role acts as the primary liaison between clinical staff, the parent organization (COYFC), and third-party payers to maximize collection efficiency and maintain organizational mission alignment. This role also serves as a strategic partner to help scale the business of WellSpring for future success.

KEY OBJECTIVES:

• Responsible to provide billing management
• Responsible to oversee client intake process
• Responsible to maintain WellSpring offices in conjunction with Intake Coordinator
• Responsible to provide operational support for WellSpring staff
• Responsible to support WellSpring psychiatry division
• Responsible for data, metrics, and budget analysis and recommendations for growth
• Responsible to fulfill staff spiritual responsibilities

SPECIFIC DUTIES

Responsibilities include but are not limited to the following:

Billing Management

• Oversee full-cycle billing: Oversee daily claim submissions for commercial, Medicaid, and EAP payers
• Process payments and ERA’s from insurance and third-party payers
• Follow up with insurance issues and pursue resolution
• Help resolve open client balances by contacting clients
• Maintain the “Red Flag” list
• Handle bank deposits
• Process payroll in partnership with COYFC

Manage Intake Desk and Client Intake

• Oversee intake staff and provide needed management for intake and office space needs

Operational Support for Staff

• Support onboarding new staff and offboarding, in partnership with COYFC
• Manage office space for clinicians and new staff across WellSpring offices
• Assist independent licensed staff with applications to insurance companies
• Maintain updated WellSpring files according to file retention policies
• Oversee logistics of Staff Development Lunch in conjunction with intake coordinator

Support for Psychiatry Division

• Oversee scheduling and billing for psychiatry division
• Provide technical and office support as needed

Metrics and Data Collection and Analysis

• Collect intake and termination metrics on a monthly basis
• Monthly monitoring of Profit and Loss report and budget reports
• Provide any additional reporting to WellSpring and COYFC as needed

Spiritual Responsibilities:

• Because COYFC and its affiliates and subsidiaries are part of the same faith-based organization, we share a faith infused mission and set of values. Therefore, we require all employees to embrace and consistently apply Biblical beliefs and practices at work and outside of work (as summarized in the Statement of Faith and Mission) and to represent the Character of Christ to the broader community (as summarized in our “Living the life of a leader” Code of Conduct).
• Be ready and willing to lead and contribute to distinctly Christian activities as needed.
• Infuse prayer for God’s guidance and wisdom into the culture of WellSpring for the organization as a whole as well as for day-to-day work.

JOB QUALIFICATIONS:

• Excellent administrative skills
• Strong interpersonal communication skills
• Strong attention to detail and clerical skills
• Affinity for and comprehension of technology
• Adept in billing procedures or willingness to learn
• Ability to appropriately prioritize work and manage confidential information