Behavioral Health Intensive Outpatient Program Coordinator

UVA Community Health; Manassas (VA); On-site; USD 40,000 - 60,000; Full time

Job summary

The Behavioral Health Intensive Outpatient Program (BH IOP) Coordinator at UVA Community Health coordinates patient access, scheduling, and administrative workflows to support BH IOP services.

You will collaborate with clinical teams, ensure HIPAA compliance, manage documentation, and maintain a safe, efficient operating environment, while supporting quality assurance and cross-functional activities.

Qualifications

• High school diploma or GED required; associates degree preferred in healthcare administration, business management, or related field.
• Experience in operations, healthcare administration, or behavioral health settings valued but not required.

Responsibilities

• Patient Access: register patients, verify insurance, update demographics, schedule appointments, and communicate next steps.
• Reception: front-desk and visitor assistance, manage calls and provide information.
• Operational Coordination: monitor daily workflows, equipment management, and safety checks.
• Administrative Support: draft communications, manage files, inventory, and onboarding paperwork.
• Compliance and Quality Assurance: HIPAA, DBHDS, Joint Commission; maintain licenses and trainings.
• Team Support: support staff, foster teamwork, handle sensitive information with confidentiality.
• Clinical Collaboration: work with clinical teams, escalate safety concerns, assist with urine drug screens per protocol.
• Relationship Management: coordinate with departments, providers, and community organizations.

Skills

Excellent written and verbal沟通

Organizational skills

Multitasking abilities

Problem-solving

Microsoft Office Suite (Excel)

EHR systems

Interpersonal skills

Behavioral health concepts

Adaptability

Education

High school diploma

Associates degree preferred in healthcare administration or related field

Tools

Microsoft Office Suite

EHR systems

Job description

Behavioral Health Intensive Outpatient Program (BH IOP) Coordinator

• Job Code: BH1501
• FLSA Status: Nonexempt

About Us

We are ushering in a new era of healthcare where achieving good health is just the beginning. At UVA Community Health (UVACH), we are committed to caring for the whole person by building meaningful connections with our patients. By combining the talent and expertise of our team, the breadth of capabilities across our system, and our dedication to community wellness, we are enhancing the patient experience. As a member of the UVACH team, individuals contribute to patient care decisions, support advanced medical technologies, and experience the satisfaction of making a difference in people’s lives every day.

Job Type

• Classification: Nonexempt
• Supervises Positions: No

Job Summary

The Behavioral Health Intensive Outpatient Program (BH IOP) Coordinator is a multifaceted role requiring strong organizational and communication skills. This position supports efficient operations, quality patient care, protects highly sensitive information, supports a high-demand clinical environment, resolves problems, and escalates clinical/safety issues appropriately for BH IOP services. This role demands strong judgment, adaptability, and a patient-centered mindset, as this role supports diverse workflows andcross functioningteamswhile upholding UVA Community Health’s(UVACH) high standardsof excellence. To ensure effective oversight and alignment, the BH IOP Coordinator reports to the IOP Clinical Supervisor.

Core Responsibilities

Patient Access Duties

Performspatient registration, insurance verification, and demographic updateswitha high levelof accuracy. Coordinate and manageappointment scheduling. Communicate directly with patients and families,providingclear guidance on processes, expectations, and next steps. Collaborate with clinical teams, providers, and fellow access staff toresolve complex scheduling or registration challenges. Supports workflows across clinical and administrative staff through cross-training and day-to-day operational coverage. Protects program revenue and compliance by auditing daily group rosters to ensure clinical documentation perfectly matches billed insurance hours.

Reception Duties

Performs clerical and front-desk responsibilities to support the efficient operation of the patient care area. Greets and assists visitors, answers incoming calls, and provides accurate information. Additional duties may be assigned as needed.

Operational Coordination

Monitors daily operations to maintain efficient workflows, timely service delivery, and high-quality patient care to include supply chain coordination and equipment management. Maintains a safe and sterile clinical environment by conducting daily room walkthroughs and managing critical medical equipment, including the daily maintenance, tracking, and recalibration logistics for breathalyzers.

Administrative Support

Provides support to leadership and clinical team members by drafting communications, maintaining files, managing inventory, and ensuring smooth administrative processes. Obtain and verify insurance information using secure tools, and communicate billing costs and coverage information to patients and clinical staff. Manages the front-desk logistics, patient scheduling, and initial onboarding paperwork.

Compliance and Quality Assurance

Ensures adherence to regulatory standards (e.g., HIPAA, DBHDS, Joint Commission), participates in quality improvement initiatives, and maintains required licenses and certifications. Maintains competency in accordance with departmental policies, procedures, protocols, and mandatory education requirements. Exercises sound judgment when handling sensitive information, determining appropriate communication pathways, releasing information, communicating with outside providers or family members, and navigating requests that may involve multiple regulatory or organizational requirements.

Team Support

Supports operational staff. Fosters teamwork and serves as a resource for internal stakeholders. Demonstrates flexibility to meet team needs, resolves conflicts independently when appropriate, and responds constructively to feedback. Manages sensitive and time-critical patient and clinical information while maintaining accuracy and confidentiality.

Clinical Collaboration

Works closely with clinical teams to streamline operations and ensure seamless integration of administrative and clinical functions. Recognizes situations that may require immediate escalation to clinical, safety, or administrative leadership. Supports team by delivering urine drug screens to lab following IOP protocols to ensure compliance.

Relationship Management

Acts as a liaison between departments, staff, patients, external facilities/programs, and the community. Coordinates with internal departments, external providers, referral sources, and community organizations while adhering to applicable privacy and information-sharing requirements.

Patient Care

Responds appropriately to patients and families who may require additional communication, support, or coordination. Maintains appropriate boundaries while providing compassionate, patient-centered service.

Qualifications

Education

High school diploma or GED required. Associates degree preferred in healthcare administration, business management, or a related field.

Experience

Prior experience in operations, healthcare administration, or behavioral health settings is highly valued, but not required.

Skills And Competencies

• Excellent written and verbal communication
• Strong organizational and multitasking abilities
• Effective problem-solving and decision-making skills
• Proficiency in Microsoft Office Suite (especially Excel) and EHR systems
• Strong interpersonal skills and ability to foster positive relationships
• Knowledge of behavioral health concepts, regulations, and best practices
• Adaptability and flexibility in a dynamic work environment

Physical Demands

• Physical Demand Code: 17B - Technicians/Assistants (Materials Management)
• Work Function/Activity: Medium to Heavy Physical Demand

This role requires constant sitting, standing, walking, and bending/stooping. Frequent repetitive body movements are expected. Must possess proficient communication, auditory, and visual skills, attention to detail, and legible writing ability. Must be able to lift/push/pull up to 100 lbs. occasionally. For weights over 35 lbs., Safe Handling Equipment must be used.

Other Requirements

• Use of safety equipment for infection prevention: Yes
• On-call responsibilities: No
• Ability to travel between campus buildings, remote facilities, and out-of-town locations as needed: Yes

Disclaimer

This job description may not include all assigned duties, responsibilities, or aspects of the role. It may be amended at any time at the sole discretion of UVACH.