Behavioral Health Care Coordinator

JOB SUMMARY: The Care Coordinator provides care coordination through collaboration within the Behavioral Health Department at Hope Christian Health Centers to ensure delivery of quality care and patient-centered services. The Care Coordinator assists with monitoring and ensuring adherence to patient documentation, coordinates communication with patients, monitors electronic health records maintenance, and other duties of administrative nature. The Care Coordinator actively participates in quality improvement initiatives and supports a team-based approach to care that emphasizes patient-centered services and the unique needs of each individual. 

Duties and Responsibilities:

Referral Management:

• Manage and update referral tracking systems daily using Excel and other internal tools.
• Review and follow up on prior-day referrals and ensure same-day referrals are assessed by the next business day. 
• Prioritize urgent referrals and coordinate timely follow up with behavioral health providers.
• Accurately update referral statuses appropriately (e.g., “pending-booked,” “pending-no show.” “addressed-declined”).
• Maintain an accurate and up to date master referral and waitlist database.

Documentation Oversight:

• Ensure timely and accurate completion of treatment plans, 90-day reviews, LOCUS & CASII assessments, and progress notes.
• Track initial assessments and update therapist caseload records accordingly.
• Verify the completion of all required documentation, including patient consents, behavioral health intake forms, and treatment plans.
• Notify clinical staff of any missing or incomplete documentation.

Discharge Documentation:

• Identify patients for discharge based on attendance and engagement criteria.
• Initiate discharge protocols following two consecutive no-shows and three documented follow-up attempts.
• Collaborate with licensed clinical social workers (LCSWs) and care coordinators to finalize discharge documentation. 
• Issue and archive formal discharge notifications (planned and unplanned).
• Transition patient records from the active caseload to the discharge archive in accordance with data retention policies.

Medicaid Documentation Compliance:

• Ensure all clinical documentation adheres to Medicaid Chapter 300 requirements.
• Monitor intake documentation to ensure inclusion of required elements such as session details, HPI, biopsychosocial assessment, MSE, risk assessment, and clinical plan.
• Progress notes must include session summaries, client statements, behavioral status exams, treatment progress, risk evaluation, and clinical interventions.

Other Duties:

• Promotes and demonstrates Hope values of: Gospel motivation, Prayer, Excellence, Stewardship, Patience, Thankfulness, Humility, Service, Dignity through Relationship and Hospitality and Joy 
• Always maintains a courteous and professional demeanor.
• Always maintains the confidentiality of Hope Christian Health Center finances and patient-related information.
• Performs all other duties as assigned. 
• Comply with HIPAA requirements and protect patient information at all times.
• The Care Coordinator ensures compliance with all 19 Health Resources and Services Administration (HRSA) Health Center Program Requirements.

Qualifications:

• 1 year of experience in a healthcare or behavioral health setting. – preferred
• High school diploma or equivalent - required
• Proficiency with electronic medical records (EMR) systems. – required 
• Bilingual English/Spanish. - preferred

KEY COMPETENCIES FOR SUCCESS:  

• Faith to believe that Hope is a ministry of God, exemplifying the love of Christ, and held and directed by the Holy Spirit. 
• Demonstrated passion for community health care.
• Proven ability to maintain integrity in a fast paced and high-demand environment. 
• Proven ability to manage performance goals. 
• Ability to interact with people from all ethnic backgrounds, ages, and lifestyles. 
• Strong organizational skills, attention to detail, and excellent communication skills.
• Ability to work collaboratively in a team environment

TYPICAL PHYSICAL DEMANDS:  

Occasional standing, walking, lifting, reaching, kneeling, bending, stooping, pushing, pulling and lifting and/or moving up to 25 pounds. Frequent sitting. Manual dexterity. Good reading eyesight and vision for close work. Ability to communicate by speaking and hearing in person or on the phone.