What are the responsibilities and job description for the Program Coordinator position at BACA Management LLC?
Program Coordinator/ Behavioral Health Advocate
FLSA Status: Non-Exempt
Reports to: Site Director
Full Time: M - Th 9 am - 6 pm, F 8 am - 5 pm
Effective Date: March 24th, 2025
Purpose: The Program Coordinator provides comprehensive administrative and clinical support to the Intensive Outpatient Program (IOP) and Partial Hospitalization Program (PHP) teams while demonstrating a professional and respectful rapport with patients, families, and staff. This Coordinator provides hands-on support to patients, families, and the clinical team to ensure that services are delivered efficiently and effectively. This Coordinator role also will have the unique opportunity to provide in group support and provide 1:1 support to patients in need.
Essential Functions:
- Provide support to the Intensive Outpatient Program teams, including the Program Manager, Clinicians, and patients.
- Demonstrate professional and respectful rapport when interacting with all stakeholders, including patients, family members, co-workers, vendors, and other clinical staff.
- Conduct administrative duties including but not limited to scheduling appointments, managing IOP/PHP service requests and insurance authorization calls, generating video calls for virtual IOP/PHP groups, patient check-in/out, uploading registration paperwork, and responding to email inquiries in a thorough, timely, and courteous manner.
- Coordinate IOP/PHP/PHP Groups, including managing group coverage as needed.
- Report and track patient attendance and appointment charges daily.
- Facilitate the completion of daily electronic questionnaires with IOP/PHP/PHP patients and notify IOP/PHP/PHP Program Manager and individual providers of safety concerns.
- Prepare and supply group rooms for IOP/PHP/PHP and maintain cleanliness and sanitization of these spaces.
- Attend weekly IOP/PHP multidisciplinary treatment team meetings.
- Demonstrate professional and respectful rapport when interacting with patients, family members, co-workers, vendors, and other clinical staff
- Conducts administrative duties including but not limited to: scheduling appointments for IOP/PHP patients, patient check ins, collecting co-payments and paperwork and responding to the needs of patients, clinicians and program managers.
- Work closely with program managers to coordinate group coverage as needed and provide updates about patient attendance and census.
- Attend weekly IOP/PHP treatment team meetings to review enrollment of new patients, identify scheduling and discharge planning needs, and facilitate next steps with scheduling.
- Responds to inquiries in a thorough, timely, and courteous manner.
- Clerical duties include copying, mailing, faxing, scanning, and sorting documentation.
- Performing other miscellaneous job-related duties as assigned.
Competencies:
- Requires a self-directed individual who can exercise independent judgment, critical thinking, and problem-solving skills.
- Strong organizational skills and very detail-oriented.
- Must be punctual and reliable.
- Self-starter, able to display the highest level of integrity and respect for confidentiality in a fast-paced environment.
- Excellent written and verbal communication skills.
- Be flexible and adaptable to organizational and program changes.
- Demonstrated ability to prioritize multiple tasks to meet deadlines.
- Superior interpersonal skills, ability to build relationships, and interact collaboratively with other departments and teams.
Travel Requirements: Travel between San Jose, CA and Berkeley, CA sites weekly
Required education and experience:
- High School Diploma or equivalent
- Ability and interest in learning clinical information and criteria. Knowledge of medical terminology.
- Emphasis on computer literacy and communication skills
Preferred education and experience:
- Associates or Bachelor’s degree
- 1-2 years experience in healthcare setting is a plus
- Google Workspace & EMR experience
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
