Program Coordinator - Family Based Mental Health

SERVICE AREA: Community Mental Health

PROGRAM: Family Based Mental Health Services (FBMHS)

ROLE TYPE: Full-Time

JOB OVERVIEW:

The Program Coordinator is responsible for managing day-to-day billing, recordkeeping, and data collection for all aspects of the Family Based Mental Health Services program. This individual works closely with the Program Director to identify systemic issues impacting the program and develop strategies to address and resolve the identified issues.

RESPONSIBILITIES:

• Ensure adherence to all billing, data collection, and reporting procedures, as determined by funding agencies and program policy.
• Collect, submit, and track billing of services according to agency policy and timeline.
• Attend and participate in weekly group and individual supervision.
• Coordinate all referral and intake processes, including obtaining client BSU numbers and maintaining an agency database.
• Process, track, and reconcile use of Family Support Service funds.
• Review billing procedures with new and existing staff.
• File all client documentation and correspondence in client charts in a timely manner.
• Address recurrent late paperwork issues with staff as needed.
• Coordinate completion and submission of concurrent and quarterly reviews.
• Coordinate psychiatric scheduling.
• Complete all necessary non-clinical paperwork related to new and discharged clients.
• Attend program trainings as directed.
• Ensure compliance with agency policies and procedures regarding confidentiality and reporting suspected abuse.
• Assist in the daily operation of the program to ensure quality client services and program integrity.
• Assist with managing client crises when necessary.
• Complete client satisfaction surveys as directed.
• Maintain program forms and documents for staff utilization.
• Assist with service coordination and resource identification.
• Prepare and deliver reports to outside agencies as appropriate. Ensure that reports are maintained in an accessible manner.

Contributing to the Team

• Participate in regular meetings with staff to ensure that priorities are clear, coordination is good, and communication is open. Develop additional methods for ongoing effective communication.
• Cooperate and communicate as a multidisciplinary staff team member through formal meetings, informal consultations, and committee participation.
• Model traits of a responsible team member by executing job responsibilities, open communication, and good follow-through. Support team members to do the same.
• Respond promptly to the concerns and interests of clients, parents, guardians, funding entities, and other PHMC staff.

Trauma-Informed Behavior

• Demonstrate a commitment to being trauma-informed and maintaining a therapeutic environment and community that promotes safety and nonviolence as the basis for all we do with clients and staff.
• Demonstrate knowledge and utilization of trauma-informed practices, including emotional intelligence, effective communication, understanding of the impact of trauma on development, strengths-based and person-centered practice, resilience focus, and commitment to growth and change.

Administrative Activities

• Ensure compliance with all of PHMC's policies and procedures, including confidentiality and acting as a mandated reporter in accordance with the law.
• Implement all documentation requirements, ensuring that reports are complete, thorough, timely, and written in the prescribed format. Ensure that staff members do the same.
• Perform other duties as assigned.

SKILLS:

• Strong communication skills
• Strong time management skills
• Proficiency in Microsoft Word, Excel, Outlook, and other applications as needed
• Basic fiscal management skills
• Ability to work effectively in a team setting
• Familiarity with basic clinical documentation practices.
• Familiarity with managed care organizations, especially Community Behavioral Health (CBH)
• Familiarity with the Department of Behavioral Health
• Ability to work effectively with diverse populations

EDUCATION:

• Associate degree in business administration, behavioral health, or a related field required
• Bachelor's degree preferred

EXPERIENCE:

• At least 2 years of administrative experience in the field of social services
• Preferred: Experience providing direct behavioral health services to adolescents and families

COMPENSATION:

• PHMC Salary Grade 16
• Comprehensive benefits package

PHMC is an Equal Opportunity and E-Verify Employer.