Program Coordinator

Job Description

Job Description

Purpose: The Administrative Program Coordinator provides comprehensive administrative and clinical support to the Intensive Outpatient Program (IOP) and Partial Hospitalization Program (PHP) teams and the clinic, ensuring smooth operations while demonstrating a professional and respectful rapport with patients, families, and staff.

Essential Functions:
Provide support to the IOP and PHP teams, including the Program Manager, Clinicians, and patients.

Schedule appointments, manage IOP and PHP service, and generate video calls for virtual groups.

Greet patients, their families, and colleagues in a professional and friendly manner, fostering a respectful rapport.

Coordinate IOP and PHP Groups, manage group coverage as needed, and prepare group rooms, maintaining cleanliness and sanitation.

Report and track patient attendance and appointment charges daily.

Facilitate the completion of daily electronic questionnaires with IOP and PHP patients and notify the Program Manager and individual providers of safety concerns.

Attend weekly multidisciplinary treatment team meetings.

Validate and update patients' current addresses and insurance information, ensuring accuracy and completeness.

Assist patients with related paperwork.

Perform clerical duties including answering phones, copying, mailing, faxing, scanning, and sorting documentation.

Respond to email inquiries in a thorough, timely, and courteous manner.

Utilize electronic systems such as EHR, and Google Suite (Gmail, Gcal, Google Drive).

Maintain a clean and organized office environment, promoting a professional and welcoming atmosphere.

Support the Site Director with ensuring the clinic maintains compliance.

Maintain confidentiality of all PHI in accordance with HIPAA.

Monitor and manage inventory needs, ensuring adequate supplies are available.

Maintain courteous and respectful customer service, even in highly charged or emotionally intense conversations.

Competencies:
Ability to exercise independent judgment, demonstrating critical thinking, flexibility, and problem-solving skills.

Excellent verbal and written communication skills, with the ability to interact professionally with individuals at all levels of the organization and external contacts.

Strong organizational and time-management abilities, with meticulous attention to detail.

Proficient in using Google Suite and other relevant software applications; experience with Electronic Health Record (EHR) systems is a plus.

Ability to adapt effectively to changing circumstances and environments.

Ability to maintain a positive attitude and composure under pressure, handling confidential information with discretion and integrity.

Resourcefulness in finding solutions and resolving day-to-day operational challenges.

Travel Requirements: The role is based on-site at the Berkeley clinic.
Required education and experience:
High school diploma

Ability to maintain confidentiality and comply with HIPAA standards and BACA policies and procedures

Strong computer skills; experience with Google Drive and Google Suite a huge plus

Physical Requirements:
Mobility: Ability to stand, walk, and sit for extended periods.

Manual dexterity: Strong hand-eye coordination for tasks such as typing and handling paperwork.

Vision and hearing: Good visual acuity and hearing for reading, communication, and computer use.

Communication skills: Clear verbal and written communication abilities.

Stamina: Capacity to handle multiple tasks and work under pressure.

Lifting and carrying: Occasional lifting or carrying of office supplies, files, or equipment.

Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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