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Job Details: Job Location: Hardinsburg - Hardinsburg, KY, Position Type: Full Time, Salary Range: Undisclosed, Job Shift: Day, Job Category: Admin - Clerical, Position Title: Program CoordinatorDepartment: School-Based ServicesReports To: Director of Day Treatment DevelopmentFLSA Status: Exempt聽Position SummaryThe Program Coordinator works closely with the Director of Day Treatment Development to provide oversight of theoperational performance, growth, and quality of Day Treatment and school-based mental health programs. This positionserves as a key liaison between Astra Behavioral Health and partnering with the school district and the families of clientsserved in our programs. This role is responsible for coordinating school based services, managing communicationbetween stakeholders, and ensuring the effective delivery of behavioral health services to students. The ProgramCoordinator is responsible for communicating with the Director and carrying out necessary tasks as assigned by theDirector. The Program Coordinator ensures delivery of services by collecting and managing all paperwork and insuranceneeds for the programs. The Program Coordinator must have strong communication skills as they communicate withstaff, clients, families, schools, other stakeholders, and Astra Behavioral Health Leadership. The Program Coordinatorserve as a primary day-to-day resource for staff, schools, clients, families, and other stakeholders by answering routineprogram and operational questions, providing guidance on established procedures, and helping resolve coordinationissues. This role will route concerns, exceptions, and matters requiring a decision to the Director of Day TreatmentDevelopment. The Program Coordinator supports the program but does not supervise staff or make managementdecisions.Program Operations & Performance路 Oversee day-to-day operations of Day Treatment and school-based mental health programs across assigned sites路 Verify and maintain required documentation and schedules within the EMR, including registration forms, Release ofInformation (ROI), assessments, daily charting, and any other documentation.路 Coordinate services by serving as a primary liaison between Astra Behavioral Health and partnering school districts路 Identify operational inefficiencies and develop process improvements (ex. Curriculum, daily schedules, phase systems)for review by Director.路 Initiate, track, follow up, and documentation of prior authorizations to ensure timely approval of services.路 Attend school meetings, staffing, and program related meetings as required.路 Provide structure by maintaining organization (spreadsheets, folders, etc) for dates, caseloads, attendance, timeframes,phases, and other data as requested.路 Address and resolve parent, school and stakeholder concerns in a professional and timely manner, consulting withDirector as needed.路 Serve as the primary communicator between all stakeholders of the program, including staff, clients, families, schools,and leadership.路 Provide crisis intervention, de-escalation, and prevention support and complete all documentation within timeframe.Staff Management & Reporting路 Manage staffing models, including caseload distribution and coverage planning路 Support staff development and training in alignment with program goals路 Monitor school based staff and program paperwork/documentation to ensure all regulatory standards are met路 Report staff attendance and concerns related to staff to Director dailyCompliance & Revenue Cycle Support路 Ensure compliance with all regulatory, payer, and organizational requirements路 Complete and ensure staff completion of accurate and timely documentation to maximize billing and reimbursement路 Coordinate prior authorization processes and ensure services meet medical necessity criteria路 Monitor audit readiness and address compliance issues proactively路 Develop and monitor key performance indicators (KPIs), including productivity, utilization, and service delivery targets路 Complete critical incident reports and ESPI/SCM reports within timeframe路 Completes required trainings and participates in in-services路 Adheres to all policies and procedures, including maintaining confidentiality in accordance with HIPAA路 Demonstrates professionalism in all interactions with schools, families, and staff.Student Services & Care Coordination路 Ensure students receive appropriate, timely, and coordinated mental health services路 Oversee referral processes and service access across programs- ensure paperwork, evaluations, insurance requests, andcommunication is completed timely路 Support transitions between levels of care and reintegration into school settings路 Collaborate with clinical staff and school personnel to ensure continuity of care路 Directly providing support to clients and their families within the school or day treatment setting, including providingtransportation to clients as needed.路 Oversee program services during school breaks, including client attendance, CSA group planning, documentation,transportation, and meal prep.Additional Duties路 Perform other duties as assignedWork Environment路 Primarily based in Day Treatment and school environments路 Regular travel between assigned school sites and transporting clients is required路 Requires working in other Astra Behavioral Health offices and programs as requested, with reimbursement based onpolicy.路 Schedule is generally consistent but may vary based on program and school needs路 Fast paced, high volume environment required frequent multi-tasking and problem solving路 Requires frequent communication with multiple stakeholders throughout the dayQualifications: Minimum Qualifications路 Associate鈥檚 degree in Behavioral Sciences, Education, Counseling, Psychology, Social Work, Nursing, or related fieldrequired, Bachelor鈥檚 degree preferred路 Must possess a valid Kentucky driver鈥檚 license, maintain an acceptable driving record and automobile insurance, andhave reliable transportation.路 Must successfully pass (and maintain a passing) criminal background, Child Protective Services background check, anddriving records check in accordance with agency and regulatory requirements.路 Must be willing to submit to (and pass) a urine drug screen, as requested.路 Must successfully complete Safe Crisis Management (SCM) training provided by Astra Behavioral Health within adesignated timeframe after hire and must maintain certification throughout employment.路 Must be able to safely participate in behavioral intervention techniques, including correctly and safely perform SCM, toensure safety of clients and staff.路 Must be comfortable working with children and adolescents路 Must be able to manage high-stress situations and respond calmly, professionally, and effectively.路 Must be able to remain active throughout the day (walking, standing, lifting).Preferred Qualifications路 Experience with Medicaid, managed care, and insurance-based service delivery路 Experience working in a multi-site or district-based service model路 CPR Certification
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