Benefits:
401(k) matching
Competitive salary
Paid time off
About Minnesota Mental Health Solutions
Minnesota Mental Health Solutions is a leading provider of Applied Behavior Analysis (ABA) therapy and Early Intensive Developmental and Behavioral Intervention (EIDBI) services, serving children and adolescents with Autism Spectrum Disorder and related developmental disabilities throughout the Twin Cities metropolitan area. Our state-of-the-art clinic in Eden Prairie, Minnesota, serves as the hub of our clinical operations, providing comprehensive assessment, individualized therapy, family training, and coordinated care services.
We are dedicated to clinical excellence, regulatory compliance, operational efficiency, and exceptional customer service. Our multidisciplinary team includes Board Certified Behavior Analysts (BCBAs), Licensed Behavior Analysts (LBAs), Behavior Analysts (BAs), Registered Behavior Technicians (RBTs), administrative professionals, and support staff—all working collaboratively to deliver evidence-based interventions that create meaningful, lasting change in the lives of the children and families we serve.
At Minnesota Mental Health Solutions, we believe that exceptional clinical outcomes are built on a foundation of strong operational systems, compliant business practices, effective team coordination, and a culture of continuous improvement. We are seeking a highly skilled, detail-oriented, and strategic Clinic Manager to lead our operational excellence and ensure our clinic runs seamlessly while maintaining the highest standards of regulatory compliance and customer satisfaction.
Position Overview
The Clinic Manager is a critical leadership position responsible for overseeing all non-clinical operations of Minnesota Mental Health Solutions' clinic facility and administrative infrastructure. This role serves as the operational backbone of the organization, managing day-to-day business operations, regulatory compliance, financial administration, human resources functions, facilities management, technology systems, billing and revenue cycle management, client relations, and quality assurance processes.
The Clinic Manager works in close partnership with the Managing ABA Supervisor and clinical leadership team to ensure operational systems support clinical excellence, staff productivity, family satisfaction, and sustainable business growth. This position requires an exceptional leader who can balance multiple priorities, think strategically, solve problems proactively, maintain meticulous attention to regulatory compliance, and create efficient systems that allow clinical staff to focus on delivering outstanding patient care.
The ideal candidate is a highly organized, mission-driven professional with healthcare management experience, deep knowledge of Minnesota Department of Human Services (DHS) regulations, expertise in medical billing and insurance operations, strong financial acumen, and outstanding interpersonal skills. This individual thrives in fast-paced environments, demonstrates unwavering integrity, embraces accountability, and is passionate about building operational infrastructure that enables transformative clinical outcomes.
This is a full-time, salaried leadership position offering competitive compensation, comprehensive benefits, professional development opportunities, and the chance to shape the operational foundation of a growing, mission-driven organization.
Key Responsibilities
Regulatory Compliance & Quality Assurance
Serve as the primary compliance officer for Minnesota Mental Health Solutions, ensuring 100% adherence to all Minnesota Department of Human Services (DHS) regulations governing EIDBI services, including:
Provider enrollment and credentialing: Maintain active enrollment status with Minnesota DHS, ensure all clinical and administrative staff meet DHS qualification requirements, and maintain current credentialing files
Background studies (Minnesota Statutes Chapter 245C): Coordinate and document all required background studies for employees, volunteers, and contractors; maintain compliant personnel files; track background study expiration dates and initiate renewals
Personnel file compliance: Ensure all employee files contain required documentation including applications, reference checks, credential verification, job descriptions, performance evaluations, training records, supervision logs, and disciplinary actions
Service authorization and utilization management: Track service authorizations, monitor unit utilization, coordinate reauthorization requests, and ensure services are delivered within approved parameters
Clinical documentation standards: Ensure all Individual Treatment Plans (ITPs), progress notes, supervision logs, assessment reports, and discharge summaries meet DHS documentation requirements
Supervision ratio compliance: Monitor and document that clinical supervision meets the required 1:16 ratio (one hour of supervision per 16 hours of direct treatment)
Informed consent and family rights: Maintain compliant informed consent processes, family rights notifications, grievance procedures, and appeals processes
Cultural competency and language access: Ensure availability of interpretation services, translated materials, and culturally responsive practices for diverse populations
Incident reporting and management: Establish and maintain incident reporting systems, conduct root cause analyses, implement corrective action plans, and report incidents to DHS as required
Prepare for and coordinate DHS audits and site visits, including:
Conducting internal mock audits on a quarterly basis to identify and remediate compliance gaps
Organizing and maintaining audit-ready documentation systems for personnel files, clinical records, billing documentation, and policy manuals
Serving as primary point of contact for DHS auditors, licensing specialists, and regulatory inspectors
Developing and implementing corrective action plans in response to audit findings
Documenting all audit activities and maintaining records of compliance improvements
Develop, implement, and maintain comprehensive policies and procedures covering:
Human resources practices (recruitment, onboarding, performance management, discipline, termination)
Clinical operations and service delivery protocols
Billing and revenue cycle management
Confidentiality, HIPAA, and data security
Emergency response and crisis management
Facilities management and safety protocols
Quality improvement and customer service standards
Monitor regulatory changes from Minnesota DHS, federal agencies, BACB, and insurance payers; update policies, procedures, and training materials accordingly
Maintain all required business licenses and permits, including:
Minnesota DHS EIDBI provider enrollment
Business licenses and registrations
Professional liability insurance
Workers' compensation insurance
Facility liability insurance
CAQH provider enrollment and credentialing updates
Implement and oversee quality assurance programs, including:
Regular audits of clinical documentation, billing accuracy, and compliance metrics
Customer satisfaction surveys and feedback mechanisms
Key performance indicator (KPI) tracking and reporting
Continuous quality improvement initiatives
Billing, Revenue Cycle Management & Financial Operations
Oversee all aspects of billing and revenue cycle management to ensure accurate, timely, and compliant claims submission and payment collection, including:
Insurance verification and eligibility: Verify client insurance coverage, benefits, authorization requirements, and eligibility for EIDBI services prior to service initiation
Prior authorization management: Coordinate submission of authorization requests, track authorization status, monitor authorization expirations, and initiate reauthorization requests 45-60 days prior to expiration
Claims submission and processing: Ensure accurate and timely submission of claims for all CPT codes (97153, 97155, 97156, 97157, H0046) with appropriate documentation, modifiers, and diagnosis codes
Denial management and appeals: Review denied claims, identify denial reasons, implement corrective actions, submit appeals with supporting documentation, and track appeal outcomes
Payment posting and reconciliation: Post payments, reconcile accounts receivable, identify payment discrepancies, and follow up on outstanding balances
Accounts receivable management: Monitor aging reports, prioritize collection activities, communicate with payers regarding payment delays, and escalate unresolved issues
Patient billing and collections: Issue patient statements for co-pays, deductibles, and coinsurance; establish payment plans when appropriate; follow up on outstanding patient balances
Revenue reporting and analysis: Generate monthly revenue reports, analyze collection rates, identify revenue cycle bottlenecks, and implement process improvements to optimize cash flow
Maintain relationships with insurance payers, including:
Medical Assistance (Medicaid) programs
Managed Care Organizations (UCare, Blue Plus, Medica, HealthPartners, Hennepin Health, PrimeWest Health)
Commercial insurance carriers
Employee Assistance Programs (EAPs)
Collaborate with billing software vendors and clearinghouses to troubleshoot claim submission issues, implement electronic claim submission processes, and optimize revenue cycle technology
Manage clinic budget and financial operations, including:
Developing annual operating budgets in collaboration with executive leadership
Monitoring monthly expenses against budget projections
Approving expenditures within authorized limits
Tracking payroll, benefits, and staffing costs
Managing vendor relationships and negotiating contracts for supplies, equipment, and services
Identifying cost-saving opportunities while maintaining service quality
Prepare financial reports and presentations for executive leadership, board of directors, and external stakeholders, including:
Monthly profit and loss statements
Revenue and collection rate analysis
Expense tracking and variance reports
Cash flow projections
Key financial performance indicators
Human Resources Management & Staff Support
Lead all human resources functions for clinical and administrative staff, including:
Recruitment and hiring: Develop job postings, screen resumes, coordinate interviews, conduct reference checks, extend offers, and manage pre-employment processes (background studies, I-9 verification, credential verification)
Onboarding and orientation: Conduct comprehensive new employee orientation covering agency policies, DHS regulations, HIPAA compliance, emergency procedures, benefits enrollment, and administrative systems
Personnel file management: Maintain compliant employee files containing all required documentation, conduct regular file audits, and ensure confidentiality of personnel records
Performance management: Coordinate annual performance evaluations in partnership with clinical supervisors, document performance issues, develop performance improvement plans, and administer disciplinary actions when necessary
Employee relations: Address employee concerns, mediate conflicts, investigate complaints, and maintain a positive, respectful work environment
Termination processes: Conduct exit interviews, process final paychecks, retrieve company property, deactivate system access, and document termination reasons
Manage payroll and timekeeping systems, including:
Reviewing and approving timesheets for accuracy and compliance
Ensuring proper coding of billable vs. non-billable time
Processing payroll in coordination with payroll service provider
Tracking paid time off (PTO) accruals and usage
Managing overtime authorization and tracking
Ensuring compliance with wage and hour laws (FLSA)
Administer employee benefits programs, including:
Coordinating benefits enrollment for new hires
Managing open enrollment processes
Serving as liaison with benefits brokers and insurance carriers
Educating employees about benefits options and eligibility
Processing qualifying life event changes
Managing COBRA administration for terminated employees
Oversee training and professional development, including:
Coordinating mandatory DHS training requirements (cultural competency, HIPAA, mandated reporting, etc.)
Scheduling continuing education opportunities for clinical staff
Tracking CEU completion and credential renewal deadlines (BCBA, LBA, RBT certifications)
Maintaining training records and certificates
Maintain workers' compensation and workplace safety programs, including:
Coordinating workers' compensation claims and return-to-work processes
Conducting safety inspections and risk assessments
Ensuring compliance with OSHA regulations
Managing workplace injury reporting and documentation
Facilities Management & Operations
Oversee all aspects of clinic facility management, including:
Space planning and utilization: Optimize therapy room assignments, ensure adequate space for clinical activities, and plan for facility expansion as needed
Safety and security: Maintain secure premises with appropriate access controls, security systems, emergency exits, and visitor management protocols
Maintenance and repairs: Coordinate routine maintenance, emergency repairs, equipment servicing, and facility improvements with vendors and contractors
Cleaning and sanitation: Ensure clinic maintains high standards of cleanliness, infection control, and sanitation in compliance with health department requirements
Equipment and supplies: Manage inventory of clinical materials, office supplies, technology equipment, furniture, and therapeutic tools; negotiate vendor contracts; process purchase orders; and monitor supply budgets
ADA compliance: Ensure facility meets Americans with Disabilities Act (ADA) accessibility requirements for clients and employees
Emergency preparedness: Develop and maintain emergency response plans, conduct fire drills, maintain emergency supplies, and train staff on emergency procedures
Manage clinic technology infrastructure, including:
Electronic Health Record (EHR) system: Administer EHR platform (Central Reach, Catalyst, or similar), manage user accounts, troubleshoot technical issues, coordinate system updates, and ensure data security
Data collection and billing software: Ensure clinical and administrative staff are trained on technology systems and provide ongoing technical support
HIPAA-compliant communication systems: Manage secure email, phone systems, fax systems, and telehealth platforms
IT support and cybersecurity: Coordinate with IT vendors for technical support, data backups, cybersecurity measures, and HIPAA compliance
Manage telecommunications and office systems, including phones, internet, copiers, printers, and office equipment
Client Relations & Customer Service Excellence
Serve as primary point of contact for families seeking services, including:
Intake coordination: Respond to new client inquiries, explain services offered, verify insurance coverage, schedule initial assessments, and guide families through enrollment process
Insurance verification: Complete insurance eligibility checks, explain benefits and out-of-pocket costs to families, and obtain necessary authorizations before service initiation
Waitlist management: Maintain organized waitlist system, communicate timelines to families, prioritize admissions based on clinical need and resource availability
Scheduling coordination: Coordinate client schedules with clinical staff availability, manage schedule changes, address cancellations and no-shows, and optimize clinic capacity utilization
Ensure exceptional customer service throughout the client experience, including:
Responding to family inquiries, concerns, and complaints in a timely, empathetic, and solution-focused manner
Resolving billing questions and payment issues
Coordinating transportation accommodations or community-based services when requested
Following up with families to assess satisfaction and address emerging needs
Manage client records and documentation, including:
Maintaining secure, confidential client files in compliance with HIPAA and DHS requirements
Tracking consent forms, insurance information, emergency contacts, and service agreements
Coordinating release of information requests and records transfers
Ensuring archival and destruction of records according to legal retention requirements
Implement customer satisfaction measurement systems, including:
Conducting regular satisfaction surveys with families
Analyzing feedback to identify service improvement opportunities
Reporting satisfaction metrics to leadership and implementing quality improvement initiatives
Coordinate with external stakeholders, including:
County case managers and social workers
School district representatives and IEP teams
Medical providers and specialists
Insurance care coordinators and utilization reviewers
Community service providers and referral sources
Administrative Leadership & Team Management
Lead and supervise administrative staff, including:
Office coordinators, receptionists, and front desk personnel
Billing specialists and revenue cycle staff
Scheduling coordinators
Administrative assistants
Foster a positive, collaborative work culture that values:
Accountability and ownership
Continuous improvement and innovation
Customer service excellence
Ethical practice and integrity
Teamwork and mutual respect
Conduct regular staff meetings with administrative team to communicate updates, address challenges, celebrate successes, and promote professional development
Develop and implement operational workflows and systems that promote efficiency, reduce errors, minimize redundancies, and support clinical staff productivity
Serve as liaison between administrative and clinical departments, facilitating communication, resolving interdepartmental conflicts, and ensuring alignment on organizational goals
Strategic Planning & Business Development Support
Collaborate with executive leadership on strategic planning initiatives, including:
Identifying opportunities for service expansion, new programs, or additional locations
Analyzing market trends, competitor landscape, and community needs
Developing operational plans to support business growth
Participating in grant applications and funding opportunities
Support business development and marketing activities, including:
Coordinating community outreach events and presentations
Developing marketing materials and maintaining website content
Tracking referral sources and conversion rates
Building relationships with referral partners (pediatricians, schools, advocacy organizations)
Implement key performance indicator (KPI) tracking systems, including:
Client census and utilization rates
Staff productivity and billable hours
Revenue and collection metrics
Customer satisfaction scores
Staff retention and turnover rates
Compliance audit outcomes
Prepare operational reports and presentations for executive leadership, board meetings, and strategic planning sessions
Data Management & Reporting
Oversee data integrity and reporting systems, including:
Ensuring accurate data entry across all administrative and clinical systems
Generating monthly operational reports for leadership review
Tracking and reporting regulatory metrics for DHS compliance
Maintaining dashboards for real-time visibility into key operational metrics
Conducting data quality audits to identify and correct errors
Prepare required reports for external stakeholders, including:
DHS compliance reports
Insurance utilization reports
Grant deliverables and outcome reports
Accreditation documentation (if applicable)
Required Qualifications
Education
Bachelor's degree required in Healthcare Administration, Business Administration, Public Health, Human Resources, or related field
Master's degree strongly preferred in Healthcare Management, MBA, MHA, or related discipline
Experience
Minimum 5 years of progressively responsible management experience in healthcare, behavioral health, ABA/autism services, or related clinical setting
Minimum 3 years of experience managing billing, revenue cycle operations, and insurance authorization processes in a healthcare environment
Proven experience with Minnesota Department of Human Services (DHS) regulations, EIDBI services, Medical Assistance (Medicaid) billing, and managed care operations
Demonstrated experience managing regulatory compliance, preparing for audits, and implementing corrective action plans
Strong background in human resources management, including recruitment, onboarding, performance management, and employee relations
Experience managing budgets, financial reporting, and operational expenses of at least $1-2 million annually
Track record of building efficient operational systems, implementing process improvements, and driving quality initiatives
Experience with Electronic Health Record (EHR) systems and healthcare billing software (Central Reach, Catalyst, Rethink, or similar platforms preferred)
Regulatory & Compliance Expertise
Comprehensive knowledge of Minnesota Department of Human Services (DHS) EIDBI regulations, including:
Provider enrollment and credentialing requirements
Background study requirements and personnel file compliance (Minnesota Statutes Chapter 245C)
Service authorization and utilization management protocols
Documentation and clinical record-keeping standards
Incident reporting and critical event management
Family rights, grievance procedures, and appeals processes
Cultural competency and language access requirements
In-depth understanding of medical billing and coding, including:
CPT code utilization for ABA/EIDBI services (97153, 97155, 97156, 97157, H0046)
ICD-10 diagnosis coding for autism and developmental disabilities
Modifier usage and billing guidelines
Claims submission processes and electronic data interchange (EDI)
Denial management and appeals processes
Strong knowledge of insurance authorization processes, including:
Medical Assistance (Medicaid) eligibility and benefits
Managed Care Organization (MCO) protocols (UCare, Blue Plus, Medica, HealthPartners, Hennepin Health, PrimeWest)
Commercial insurance verification and authorization
Prior authorization submission and tracking
Reauthorization timelines and documentation requirements
Thorough understanding of HIPAA privacy and security regulations, including:
Protected Health Information (PHI) handling and confidentiality
Business Associate Agreements (BAAs)
Breach notification and incident response
HIPAA-compliant communication and technology systems
Knowledge of employment law and human resources compliance, including:
Fair Labor Standards Act (FLSA) wage and hour regulations
Equal Employment Opportunity (EEO) and anti-discrimination laws
Family and Medical Leave Act (FMLA)
Americans with Disabilities Act (ADA)
Minnesota employment regulations
Technical Skills & Competencies
Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), including:
Excel for financial analysis, budgeting, data reporting, and pivot tables
Word for policy development and documentation
PowerPoint for presentations and training materials
Experience with Electronic Health Record (EHR) and practice management software, such as:
Central Reach, Catalyst, Rethink, or similar ABA-specific platforms
Claims submission and clearinghouse systems
Scheduling and calendar management tools
Familiarity with accounting and financial software (QuickBooks, Sage, or similar)
Proficiency with HRIS (Human Resources Information Systems) and payroll platforms
Strong data analysis and reporting skills, with ability to interpret financial statements, operational metrics, and compliance reports
Leadership & Interpersonal Skills
Exceptional leadership and management abilities, including:
Proven ability to build, develop, and retain high-performing administrative teams
Strong coaching and mentoring skills
Ability to delegate effectively while maintaining accountability
Strategic thinking with focus on continuous improvement
Outstanding communication skills, including:
Professional written communication for policies, reports, correspondence, and presentations
Clear verbal communication with staff, families, regulatory agencies, and external partners
Active listening and conflict resolution skills
Ability to explain complex regulatory and billing concepts in accessible language
Exceptional organizational and time management skills, including:
Ability to manage multiple priorities simultaneously
Strong attention to detail and accuracy
Systematic approach to problem-solving and project management
Ability to meet deadlines under pressure
High emotional intelligence and interpersonal effectiveness, including:
Empathy and compassion when working with families of children with autism
Professional demeanor in handling sensitive situations
Ability to build trust and rapport with diverse stakeholders
Cultural sensitivity and respect for diverse perspectives
Integrity and ethical leadership, including:
Unwavering commitment to compliance and ethical business practices
Transparency and honesty in all communications
Discretion and confidentiality with sensitive information
Accountability for decisions and outcomes
Problem-solving and critical thinking skills, including:
Analytical approach to identifying root causes of operational challenges
Creative thinking to develop innovative solutions
Data-driven decision-making
Proactive identification of risks and implementation of preventive measures
Preferred Qualifications
Master's degree in Healthcare Administration (MHA) or Master of Business Administration (MBA) with healthcare focus
Professional certification such as Certified Healthcare Manager (CHM), Certified Medical Manager (CMM), or Professional in Healthcare Management (PHM)
Previous experience as Clinic Manager, Practice Manager, or Operations Manager in an ABA, autism services, or pediatric behavioral health setting
Direct experience successfully navigating Minnesota DHS audits with zero findings or rapid remediation of any identified issues
Certified Professional Coder (CPC) or similar billing/coding certification
SHRM-CP or PHR certification (human resources)
Experience implementing Electronic Health Record (EHR) systems or leading operational technology transitions
Bilingual proficiency in Spanish, Somali, Hmong, or other languages commonly spoken in Minnesota communities
Experience with grant management and reporting for government or foundation-funded programs
Knowledge of Lean Six Sigma or other quality improvement methodologies
Experience with CARF accreditation or other healthcare quality accreditation processes
Paid Holidays: All major holidays observed plus additional year-end closure
Professional Development: Annual allowance for conferences, workshops, certification programs, and continuing education
Compensation & Benefits
Minnesota Mental Health Solutions offers a highly competitive compensation package designed to attract and retain exceptional operational leaders:
Salary
Annual Salary Range: $40,000 - $90,000 (commensurate with experience, education, and demonstrated management expertise)
Performance-based bonuses tied to operational metrics, financial performance, compliance outcomes, and organizational goals
Comprehensive Benefits Package
Health Insurance: Medical, dental, and vision coverage with employer contribution
Retirement Plan: 401(k) with employer matching contribution
Paid Time Off: PTO Sick Leave
Flexible Schedule: Some flexibility for hybrid work arrangements for administrative tasks (in-office presence required most days)
Technology Stipend: Company laptop, phone stipend, and access to necessary software and tools
Professional Memberships: Reimbursement for professional association memberships (MGMA, HFMA, SHRM, etc.)
Additional Perks
Collaborative Leadership Team: Work alongside dedicated clinical and executive leaders committed to excellence
Mission-Driven Organization: Make a meaningful impact on children with autism and their families
Growth Opportunities: Potential for advancement to Director of Operations or Chief Operating Officer roles as organization expands
Work-Life Balance: Reasonable working hours with respect for personal time
Supportive Culture: Team-oriented environment that values innovation, continuous improvement, and employee wellbeing
Work Environment & Physical Demands
Work Setting
Primary work location: Minnesota Mental Health Solutions clinic in Eden Prairie, Minnesota
Work schedule: Full-time/Part-time, Monday through Friday, typically 9:00 AM - 5:00 PM (some flexibility available; occasional evening or weekend work for events or urgent needs)
Office environment: Professional clinic setting with administrative offices, conference rooms, and therapy spaces
Occasional travel: May require occasional travel to community sites, professional development events, or regulatory meetings
Physical Demands
Prolonged periods of sitting at desk working on computer
Ability to lift and move office supplies, files, and equipment (up to 25 lbs occasionally)
Ability to navigate clinic facility, including stairs if applicable
Visual acuity for reading documents and computer screens
Auditory acuity for phone conversations and in-person meetings
Manual dexterity for typing, filing, and operating office equipment
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
Why Join Minnesota Mental Health Solutions?
✅ Operational Excellence: Build and lead the operational infrastructure of a growing, mission-driven organization ✅ Leadership Impact: Shape policies, systems, and culture that directly influence clinical outcomes and organizational success ✅ Compliance Expertise: Leverage and expand your regulatory knowledge in a compliance-focused environment ✅ Professional Growth: Access to ongoing training, leadership development, and career advancement opportunities ✅ Meaningful Mission: Support life-changing interventions for children with autism and their families ✅ Collaborative Culture: Work with a dedicated team of professionals who value excellence, integrity, and continuous improvement ✅ Work-Life Balance: Predictable schedule with respect for personal time and wellbeing ✅ Financial Stability: Join an established organization with sustainable growth trajectory and strong financial foundation