Program Coordinator (Respite)

Cascadia Health; Portland (OR); On-site; USD 36,000 - 38,000; Full time

Benefits offered by this job

Generous PTO (6 weeks first year)

Medical and dental coverage

Vision discount plan

403(b) retirement plan (immediate vest

Flexible Spending Account (FSA)

Short-Term Disability

Long-Term Disability

Life Insurance

Paid Bereavement/Jury Duty Leave

Student loan forgiveness options

Job summary

Cascadia Health seeks a Respite Program Coordinator to join the Tigard Respite team in Portland, OR. The role focuses on referral, intake, and discharge processes within an interdisciplinary setting, aligned with trauma-informed care principles.

Responsibilities include coordinating care, documenting in the EMR, and supporting program goals while maintaining compliance with licensing and safety protocols. Strong collaboration with nursing and community partners is essential.

Qualifications

• Bachelor’s degree in behavioral science or three years of related experience.
• QMHA credential eligibility per OAR 309-016-0005.
• CPR, First Aid, and AED certifications required and current.
• Experience documenting and billing in EMR systems.
• Strong trauma-informed care and collaboration with teams.

Responsibilities

• Provide therapeutic interventions and education per the treatment plan.
• Manage referral, intake, and discharge processes for Respite residents.
• Coordinate with program staff to support daily operations and goals.
• Document care in EMR and ensure regulatory compliance.
• Ensure safety, crisis response, and adherence to HIPAA requirements.
• Collaborate with community partners and other providers.

Skills

Trauma-informed care

Crisis intervention

EMR documentation

Team collaboration

Regulatory compliance

Education

Bachelor’s degree in Behavioral Science

QMHA credential eligibility

Tools

Cascadia software

EMR system

Job description

Program Coordinator (Respite)

Job Overview

Location/Schedule:

This position is based at the Tigard Respite site located in SW Portland, OR. The schedule for this position is Monday through Friday, 9:00 a.m. to 5:30 p.m.

Position:

Program Coordinator

Program:

Respite

Mission

Cascadia Health delivers whole health care – integrated mental health and addiction services, primary care, and housing – to promote hope and support the well-being of the communities we serve.

Vision

We envision a community where everyone benefits from whole health care, experiences well-being, and has a self-directed, connected life.

Position description

The Respite Program Coordinator works as a member of an interdisciplinary team to implement and monitor treatment for residents within the Crisis Respite facilities, while supporting a Trauma Informed Care environment. With the high prevalence of trauma among individuals receiving mental health services, it is required the Respite Program Coordinator understand the effects of trauma on health, coping, and other aspects of the lives of those we serve. This position is primarily responsible for managing the referral, intake, and discharge processes at Respite facilities; as well as coordinating daily operations consistent with policy, procedure, protocols, and leadership’s guidance. This will include oversight and coordination of referral process, intake process, care coordination, and discharge process; participation in and implementation of program goals and objectives to promote a strengths-based, client-centered approach to assisting residents in achieving individual goals and ultimately transitioning to a less restrictive setting.

Essential Responsibilities

This position description is not intended to be an all-inclusive list of responsibilities, skills, or working conditions associated with the position. Management reserves the right to modify, add or remove duties as necessary.

• Provide therapeutic interventions and education with residents as required, and directed by the mental health treatment plan, and the resident service plan.

• Participate in regular supervision with Site Supervisor or Manager. Attend clinical case conferences and staff meetings as appropriate to gain knowledge and communicate program and resident needs.

• Comply with and implement the regulations, policies, and procedures under which the facility is licensed and operates.

• Assist in crisis situations as appropriate, following emergency protocols and procedures.

• Have the ability and be prepared to assist with avoidance, preventing escalation, and physical and mechanical restraint techniques (Class 1 Facility only) as appropriate, to avoid crisis situations or to neutralize crises in progress.

• Respect and honor client rights and responsibilities and demonstrate professional boundaries and ethics.

• Document and maintain medical and clinical records in a manner that assures compliance with all agency policies and procedures and local, state, and federal regulations. Maintain accurate and up-to-date documentation associated with billing, assessment, treatment, residents’ progress and other activities as required. Complete electronic medical records (EMR) as required using Cascadia software, including ongoing MAR audits.

• Demonstrate responsibility for safety of residents and property; is familiar with fire regulations and evacuation procedures; participate in regular fire safety drills with residents in compliance with facility policies and procedures.

• Adhere to mandatory abuse reporting laws and HIPAA requirements.

• Must stay awake on all shifts.

• Complete annual employee training requirements on a timely basis as indicated in the licensing requirements for the facility as well as agency requirements. Attend seminars, training and other educational opportunities in order to develop professional skills and abilities.

• Participate in all scheduled staff meetings, supervision sessions, and other departmental and agency meetings.

Role Specific Responsibilities

• Provide customer service to community partners calling with questions, referral needs and/or interest in Cascadia’s Respite services.

• Assist and /or complete enrollment / intake paperwork, or work with team to complete the initial enrollment / intake paperwork.

• Work closely with community agencies to help individual’s access services.

• Coordinate with various stakeholders, treatment providers, and ancillary supports regarding individuals who are receiving Respite services.

• Provide and ensure effective coordination with the Respite Individual’s treatment team, providers, and ancillary supports involved in resident’s care.

• Obtain and track authorizations from Payor(s) for each “Respite Stay.”

• Assure authorizations are done in a timely fashion and documented in accordance to program practice. Provide training and guidance to staff.

• Coordinate with the Program Manager to assure reports are completed, accurate and on-time.

• Develop and maintain positive working relationships with community partners, funders, and referral providers.

• Coordinate with staff regarding admission and discharges.

• Verify and approve all medication orders to conform to regulations and continue to problem solve until the goal is achieved.

• Provide input into the establishment of operational procedures.

• Coordinate with oncoming shift regarding resident concerns, building/program needs, and any relevant issues to ensure the smooth operation of the program.

• Has knowledge of medical treatment plans in collaboration with nursing staff.

• Provide medication administration and other tasks as delegated by a Registered Nurse.

• Actively participate in the referral, intake, and discharge processes. This includes coordinating and staffing potential referrals with staff, Program Manager, and Program Supervisor. Requesting particular services, resources, and supports be accessed prior to or following intake, coordinating intake process, and ensuring all documentation is completed in compliance with regulations, policy, and procedure. Work closely with Program Manager, Program Supervisor, Stakeholders, and Residential Counselors to generate and implement safe discharge plans and continuity of care.

• Communicate with on-call nursing staff to assist with verbal orders as necessary to support the intake process and for continued care.

• Meet with all clients for review of treatment goals, outcomes, and to inform utilization review process.

• Coordinate with Outpatient providers to establish desired treatment outcomes, effective interventions, potential referrals, and inform utilization review process.

• Conduct concurrent Utilization Reviews with Coordinated Care Organization liaisons to seek further authorization if indicated for continued care at Respite past initial authorization.

• Complete documentation in EMR.

• Actively pursue follow up appointments for clients within 7 days of arrival per OARS. Clients with acute medical issues must be seen within 7 days of arrival. Work with Residential Counselors to assure that appointments happen.

• Assist clients to obtain orders or prescriptions as needed, and assist in coordination and tracking of PCP, dental, hospital ED, Case Management, Therapy, group, and prescriber appointments.

• Be a lead in noticing and acting on potential crises or emergencies.

• Assist in systematic check in with clients and providers when returning from appointments to support continuity of care and inform Utilization Review Process.

• Consult as needed with on-call nursing staff, and on-call LMP.

• Monitor and coach clients on issues of wound care, application of creams and powders, blood glucose procedures, etc.

• Take BP and check temps as ordered.

• Maintain regular shift notes on every significant contact in EMR.

• Administer medications during med window.

• Monitor and prompt for hygiene issues.

• Complete Incident Reports and Notify Program Manager of all Incidents.

• Coordinate tracking of inventory of supplies necessary for daily operations, place supply orders according to site-specific and agency policies

• May be required to work a double shift if the need arises, due to the staffing requirements within each program.

• Perform other duties as assigned.

Qualifications

Education

Bachelor’s degree in a behavioral science field from an accredited college or university or three years of full time professional experience working with adults with severe and persistent mental illness. Employee must demonstrate the competencies as outlined in OAR 309-016-0005 to become credentialed as a Qualified Mental Health Associate (QMHA).

Experience

One to two years of experience working in a related field, or in administrative support preferred.

Specialized Knowledge, Skills and Abilities

• Knowledge of Motivational Interviewing

• Components of maintaining a Trauma Informed Care environment

• Principles of Illness Management and Recovery

• Skills to provide strengths-based services

• Operate Computer hardware and software at a level to effectively perform the job functions

Other

Ability to perform CPR, First Aid, and properly use AED equipment. CPR/ First Aid certifications are required and must remain current.

Working Conditions

Work will be performed in a residential setting with respite services. The nature of the work dictates that the employee is alert and attentive during his or her assigned shift. Rest breaks and meal periods are subject to interruption. There is moderate to high risk of personal injury/illness due to violent behavior, exposure to disease, biohazards, noise and contaminants.

Mental Demands

The work assigned is diverse and involves addressing new and unusual circumstances in which outcomes may negatively affect costs, employee morale or clients. The work regularly involves a degree of unpredictability and disruption of planned tasks requiring a flexible time management approach.

Physical Demands

Activities and structure support community integration assist program residents in learning socially acceptable behaviors. The Respite Program Coordinator must have the ability to assist the team in providing safety to all residents and staff in potentially volatile situations.

Cascadia is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you need assistance or accommodation due to a disability, contact us at 503-963-7654.

This position is represented by a labor union

Employees are responsible for obtaining and maintaining all licenses, certifications, registrations, and other credentials required for their position. Required credentials must remain active and in good standing as a condition of employment. Candidates are encouraged to familiarize themselves with any applicable credentialing requirements, including associated fees and renewal or maintenance obligations, prior to applying.

Benefits

We offer generous benefits for our full-time and part-time employees (20 hours + pro-rated) including:

• Generous Paid Time Off Package - Full-time employees earn 6 weeks of PTO in their first year!
• Medical and Dental Coverage (begins 1stof the month following hire date)
• VSP Vision Discount Plan
• 403(b) Retirement Plan - Eligible after 60 days with immediate 100% vesting and a 1-to-1 company match up to 3% per pay period, plusthe opportunity for an additional discretionary contribution (up to 5%) at the end of the fiscal year.
• Flexible Spending Account (FSA) (Medical, dependent care, and transportation options)
• Short-Term Disability, Long-Term Disability, and Life Insurance
• Paid Bereavement and Jury Duty Leave
• Length of Service Award
• Voluntary Life Insurance
• Supplemental Insurance
• Student loan forgiveness options

Wellness Benefits

• Employee Assistance Program (EAP)
• Bike to Work Reimbursement

Starting Rate Range in USD ($)

$26.45 - $27.65