Care Delivery Coordinator

Washington County Mental Health Services; Montpelier (VT); Hybrid; USD 52,000 - 76,000; Full time

Job summary

Washington County Mental Health Services is seeking a Care Delivery Coordinator to support the daily operations of our CCBHC. This non-clinical role coordinates schedules, referrals, and workflows across multiple outpatient locations and telehealth.

You will collaborate with providers, care coordinators, nursing, and front desk staff to streamline processes and monitor access standards in a fast-paced healthcare environment.

Qualifications

• High school diploma or GED.
• Experience in healthcare, behavioral health, medical office operations, scheduling, or clinic coordination.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Experience using scheduling software and Microsoft Office applications, including Outlook and Excel.
• Ability to handle confidential information while maintaining HIPAA compliance.

Responsibilities

• Coordinate provider scheduling across multiple clinic locations and telehealth.
• Build and maintain provider schedules and appointment templates in Netsmart MyAvatar.
• Manage provider schedule changes, including absences, cancellations, and backfills.
• Ensure appointments are scheduled correctly by provider, location, visit type, and duration.
• Monitor referrals, intakes, follow-up appointments, and access-to-care timelines.
• Identify scheduling bottlenecks and escalate operational concerns.
• Maintain provider panel assignments and coordinate client reassignments.
• Monitor provider capacity and communicate access concerns to leadership.
• Coordinate communication between providers, care coordinators, and front desk teams.
• Prepare reports for daily huddles and weekly access meetings; track follow-ups.

Skills

Strong organizational skills

Excellent written and verbal comunmun

Ability to manage multiple priorities

Customer-service oriented

Education

High school diploma or GED

Associate's or Bachelor's degree in Healthcare Administration, Business, Public Health, or related field

Tools

Netsmart MyAvatar

Outlook

Excel

Scheduling software

Job description

Washington County Mental Health Services (WCMHS) is seeking a highly organized, detail-oriented Care Delivery Coordinator to support the daily operations of our Certified Community Behavioral Health Clinic (CCBHC).

This is a non-clinical administrative position that plays a vital role in ensuring clients receive timely access to care. Working closely with providers, care coordinators, case managers, nursing, and front office staff, you'll coordinate provider schedules, improve client access, manage operational workflows, and help keep services running smoothly across multiple outpatient locations and telehealth.

If you thrive in a fast-paced healthcare environment, enjoy solving operational challenges, and take pride in creating efficient systems that improve the client experience, we'd love to hear from you.

What You'll Do

Coordinate Provider Scheduling

• Build and maintain provider schedules and appointment templates within Netsmart MyAvatar.
• Coordinate scheduling across multiple clinic locations and telehealth services.
• Manage provider schedule changes, including absences, cancellations, meeting blocks, and location changes.
• Reschedule appointments, place scheduling holds, approve overbooks within established guidelines, and backfill cancellations to minimize disruptions.
• Ensure appointments are scheduled correctly by provider, location, visit type, and duration.

Support Client Access to Care

• Monitor referrals, intakes, follow-up appointments, and access-to-care timelines.
• Identify scheduling bottlenecks and escalation operational concerns.
• Help ensure timely first appointments, post-discharge follow-up, urgent access, and other access standards.
• Maintain provider panel assignments and coordinate client reassignments based on provider availability, client needs, or service changes.
• Monitor provider capacity and communicate potential access concerns to leadership.

Improve Operational Workflows

• Coordinate communication and workflow between providers, care coordinators, case managers, nursing, peer services, and front desk teams.
• Support daily operational huddles and weekly access meetings by preparing reports, tracking action items, and monitoring follow-up.
• Track scheduling disruptions, no-show trends, and operational issues while recommending process improvements.
• Maintain accurate scheduling data, operational trackers, and reporting within MyAvatar and other systems.

Ensure Compliance & Data Integrity

• Handle confidential client information in accordance with HIPAA and applicable privacy regulations.
• Maintain accurate scheduling records and data quality.
• Route sensitive situations through established leadership and compliance channels.

Required Qualifications

• High school diploma or GED.
• Experience in healthcare, behavioral health, medical office operations, scheduling, or clinic coordination.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Experience using scheduling software and Microsoft Office applications, including Outlook and Excel.
• Ability to handle confidential information while maintaining HIPAA compliance.

Preferred Qualifications

• Three or more years of experience in behavioral health or healthcare operations.
• Experience coordinating schedules for multiple providers across multiple locations.
• Experience with Netsmart MyAvatar scheduling, templates, or reporting.
• Associate's or Bachelor's degree in Healthcare Administration, Business, Public Health, or a related field (or an equivalent combination of education and experience).
• Experience improving operational workflows or developing scheduling processes.

What Makes You Successful

• Highly organized with exceptional attention to detail.
• Able to prioritize and adapt in a changing environment.
• Strong critical thinking and problem-solving abilities.
• Comfortable coordinating across multiple departments without direct supervisory authority.
• Customer-service focused with a commitment to improving access to care.
• Proactive, collaborative, and solution-oriented.

Working Conditions

• Office-based position with frequent computer use.
• Occasional travel between WCMHS locations in the Barre and Montpelier area.
• Occasional evening or Saturday hours may be required based on operational needs.

Why Join Washington County Mental Health Services?

At WCMHS, you'll join a mission-driven organization dedicated to improving the mental health and well-being of our community. Every member of our team plays an important role in expanding access to high-quality behavioral health services. As the Care Delivery Coordinator, you'll have a direct impact on helping clients connect with care efficiently while supporting the providers and teams who serve them every day.