This position provides support to the Day Treatment and Outreach programs, including completion of administrative, reporting, and employee engagement responsibilities. This role blends administrative support with healthcare operations, requiring strong organizational, communication, and interpersonal skills. This position is required to be available onsite for a minimum of four days per week, and as needed for team/classroom and agency events.
Program Enrollment and Documentation- This Administrative Coordinator position will work with clinicians and supervisors in multiple clinical programs. This support will include:
- Maintain client assignments from intake to program discharge by reviewing documentation for quality and accuracy, and then appropriately updating client records.
- Coordinate with clinical supervisors and the Intake team to maintain accurate and up to date wait lists for the DT and Outreach programs.
- Communicate with parents and guardians of wait list clients to verify and collect information as needed to support efficient case assignments.
- Conduct weekly review of scheduled appointments in assigned clinical programs and update services to ensure maximum billing efficiency.
- Collaborate with Billing to ensure insurance is verified for clients on the DT waitlist and obtain initial and ongoing insurance authorizations for transportation as needed.
- Confirm upcoming coverage plans and ensure group notes for the classrooms and posted prior to the start of each month; maintain accurate schedule group information following intakes or graduations.
- Coordinate with the Transportation team around classroom enrollment paperwork and clients starting in the classroom, provide up to date program calendars annually and around any weather-related changes.
- Collaborate with Early Childhood Centers to communicate information about Outreach services and support enrollment processes.
- Act as a knowledge expert and office support for clinicians and supervisors with administrative functions including but not limited to:
- Preparation of documents and materials for clinicians,
- Formatting and editing documents
- Track and maintain up to date information around transportation schedules through SharePoint and other Microsoft automation programs.
- Process all incoming requests and delegate them to other team members accordingly.
- Make arrangements with Special Education Transportation, insurance companies, transportation companies, clients, and school or childcare staff.
- Keep Washburn staff and transportation vendors informed of transportation schedule changes.
- Work closely with Washburn staff and transportation providers to ensure client safety and resolve transport problems.
- Assist clinicians during bus unloading and pick up 4 times daily, Monday through Thursday.
- Coordinate with insurance companies to ensure client eligibility for special transportation
Outcome Measures and Program Reporting - This Administrative Coordinator position will maintain records and create reports for clinical programs through the following responsibilities:
- Coordinate the collection, scoring, and entry of program outcomes and measures, including but not limited to: CBCLs, CASII, SDQ, ECSII, satisfaction surveys, etc.
- Assist with reporting requirements for grants and contracts (state grants, Hennepin County, etc.) as needed
- Run periodic quality assurance reports and follow up with individual clinicians regarding changes and inaccuracies
- Prepare client service reports twice per month compiling data from the EHR and other databases, ensure accuracy and coordinate with the Database Team to resolve errors.
Team Support and Engagement: This Administrative Coordinator will assist program supervisors with ongoing team support and employee engagement efforts, including but not limited to the following expectations:
- Regularly attend team meetings and if requested, prepare meeting minutes.
- Support onboarding of new staff and provide training and resources regarding agency systems as well as program specific information
- Create and distribute schedules for team meetings and consultations, coordinating dates with internal and external consultants, and ensuring in-person or virtual meeting space is confirmed
- Distribute satisfaction surveys to families and send copies to clinicians and supervisors
- Work with supervisors to create opportunities for staff recognition, including making signs, planning events, and cards
- Assist with planning and coordinating program retreats
- Assist with any additional tasks or responsibilities needed to support overall goals and objectives
Professional Development – All agency employees are responsible for making professional development a priority. This position will do this by:
- Develop and maintain knowledge of non-profit operations and children’s mental health interventions
- Be aware of various ways to develop skills pertaining to program support which may include knowledge of clinical documentation requirements, client engagement and communication, and cultural responsiveness
- A high school diploma or equivalent is required
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A bachelor’s degree in a related field is strongly preferred
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2-3 years of experience working in an office environment, providing administrative support, and managing databases is required
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Experience with insurance eligibility and authorization is preferred
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Experience with EHR systems and Microsoft Suite and PowerApps software is strongly preferred
- Excellent organizational skills, including attention to detail managing multiple tasks
- Self-motivated and independent, while able to work with supervisors, clinicians, and staff across the agency
- Ability to learn new information and make appropriate decisions quickly
- Excellent communication skills
- Ability to handle confidential information discreetly
- Ability to work in the office during required work hours
- Interest and experience in working with children who have experienced ongoing exposure to stress, abuse, and/or neglect
