Program Coordinator

Socket.dev; Primrose Garth (MD); On-site; USD 55,000 - 75,000; Full time

Job summary

Socket.dev is seeking a Program Coordinator to join the ACT Team in Maryland. The role oversees nonclinical operations, triage calls, coordinate communications, and deescalate client concerns to ensure timely services under the Program Manager.

The position requires at least three years of healthcare administration experience, two years on a multidisciplinary team, and understanding of behavioral health authorization processes.

Qualifications

• At least three years of administrative experience in a healthcare organization.
• At least two years of experience on a multidisciplinary team.
• Bachelor’s degree or relevant experience can be substituted for a degree.
• Experience in healthcare settings serving community clients is a plus.
• Understanding of the authorization process for behavioral health.

Responsibilities

• Creates, reviews, and analyzes practice management reports for corrective measures.
• Monitor, maintain, and control all office and clinical supplies related to ACT operation.
• Apply sound business and fiscal management principles for team operations.
• Coordinate with the Program Manager to direct daily service delivery to clients.
• Prepare data for daily meetings and contribute to ad hoc decision-making.
• Maintain a written daily log of clients served and service encounters from last 24 hours.
• Coordinate intake of new clients with Program Manager or intake specialist.
• Share daily office operational responsibilities with team members.
• Ensure the team functions in accordance with State licensing standards for ACT.
• Deliver materials requested by Behavioral Health Administration and other bodies within timelines.
• Provide emergency backup to team members and respond to crises as needed.
• Identify and implement practice needs: services, equipment, facilities.
• Track medication deliveries with psychiatrist and nurses to offices and clients’ homes.
• Maintain relationships with drug representatives to secure medication samples.
• Engage local pharmacies to meet client medication needs.
• Maintain pharmacy vouchers paid from the emergency fund to ensure medications for clients.

Skills

Administrative

Communication

Teamwork

Healthcare admin

PHI handling

Data reporting

De-escalation

Education

Bachelor's degree

Relevant experience substituted

Job description

POSITION OVERVIEW:

The Program Coordinator is a full participant of the ACT Team responsible for organizing, coordinating, and monitoring all nonclinical operations under the direction of the Program Manager. Will provide administrative duties including triaging all phone calls, coordinating communication between the team and people being treated, and deescalating situations from clients and their families/natural supports who are upset with the team and/or need answers to pressing issues. The Program Coordinator is responsible for organizing, coordinating, and monitoring all non-clinical operations of ACT, including managing the creation, storage, and flow of Protected Health Information, maintaining accounting and budget records for individual and program expenditures, coordinating communication and the implementation of policies and procedures. The Program Coordinator (PC) coordinates administrative functions with the Team’s Program Manager to ensure the team meets its performance outcomes as defined by the Maryland Department of Health Behavioral Health Administration, Local Behavioral Health Authority, Administrative Service Organization, Core Service Agency, the Joint Commission, Senior Staff, as well as any federal, state or local contracting standards. Working in collaboration with the Team, the ACT Division Director and the ACT staff, the PC ensures the effective clinical and administrative operation of the team to promote the effective treatment of ACT service clients.

SPECIFIC RESPONSIBILITES:

• Creates, reviews, and analyzes practice management reports for corrective measures.
• Monitor, maintain, and control all office and clinical supplies related to the operation of the ACT Office and related equipment.
• Exercises sound business and fiscal management principles in matters related to the operation of the team.
• Coordinates with the Program Manager to direct team members to complete daily service delivery to clients and ensures clients receive services based on their current needs.
• With theProgram Manager; prepares data for daily meetings and contributes to ad hoc decision-making.
• Maintains a written daily log that contains a roster of the clients served in the program and a brief documentation of any treatment or service encounters that have occurred during the last 24 hours. (A concise, behavioral description of the client’s status will be kept by the ACT Program Manager)
• Coordinates the intake of new clients in collaboration with the Program Manager or designated intake specialist.
• Shares in daily office operational responsibilities with in-house team members
• Ensures the team functions in accordance with State licensing standards for ACT.
• Completes and delivers, within expected timelines, all materials requested by Behavioral Health Administration, Local Behavioral Health Authority, Administrative Service Organization, Core Service Agency, and Senior Staff.
• Provides emergency back-up to teammemberswithin capabilities.
• Responds to emergency and crisis situations to ensure team members’ safety, within capabilities, and produces incident reports in accordance with procedures and practice.
• Identifies, recommends, and implements practice needs: services, equipment and facilities.
• Track and coordinate in conjunction with the psychiatrist and nurses all medication deliveries to the office as well as to client’s homes.
• Monitor, track, and maintain relationships with Drug Representative to assure ample supply of samples of important psychiatric medications.
• Establish and maintain rapport with local pharmacies to assure cooperation of medications to meet client needs.
• Maintain and track pharmacy vouchers paid from the PEP emergency fund to assure attainment of medications for clients.

EDUCATION, WORK EXPERIENCE AND JOB REQUIREMENTS

• At least three years of administrative experience in a healthcare organization, providing services to adults with serious mentalillness a plus.
• At least two years of experience working on a multidisciplinary team.
• Bachelor’s degreeor relevant experience can be substituted for a degree.
• Experience working in healthcare settings that provides services to clients in thecommunity a plus.
• Understanding of the authorization process for behavioral health.

NOTE: INFORMATION CONTAINED IN THIS DESCRIPTION IS A SUMMARY OF THE ASSIGNED DUTIES AND NOT INCLUSIVE OF ALL REQUIREMENTS THAT MAY BE ASSIGNED. ADDITIONAL DUTIES MAY BE ASSIGNED ON AN AS NEEDED BASIS.