Program Coordinator

Position Title: Program Coordinator

Department: School-Based Services

Reports To: Director of Day Treatment Development

FLSA Status: Exempt

Position Summary

The Program Coordinator works closely with the Director of Day Treatment Development to provide oversight of the

operational performance, growth, and quality of Day Treatment and school-based mental health programs. This position

serves as a key liaison between Astra Behavioral Health and partnering with the school district and the families of clients

served in our programs. This role is responsible for coordinating school based services, managing communication

between stakeholders, and ensuring the effective delivery of behavioral health services to students. The Program

Coordinator is responsible for communicating with the Director and carrying out necessary tasks as assigned by the

Director. The Program Coordinator ensures delivery of services by collecting and managing all paperwork and insurance

needs for the programs. The Program Coordinator must have strong communication skills as they communicate with

staff, clients, families, schools, other stakeholders, and Astra Behavioral Health Leadership. The Program Coordinator

serve as a primary day-to-day resource for staff, schools, clients, families, and other stakeholders by answering routine

program and operational questions, providing guidance on established procedures, and helping resolve coordination

issues. This role will route concerns, exceptions, and matters requiring a decision to the Director of Day Treatment

Development. The Program Coordinator supports the program but does not supervise staff or make management

decisions.

Program Operations & Performance

· Oversee day-to-day operations of Day Treatment and school-based mental health programs across assigned sites

· Verify and maintain required documentation and schedules within the EMR, including registration forms, Release of

Information (ROI), assessments, daily charting, and any other documentation.

· Coordinate services by serving as a primary liaison between Astra Behavioral Health and partnering school districts

· Identify operational inefficiencies and develop process improvements (ex. Curriculum, daily schedules, phase systems)

for review by Director.

· Initiate, track, follow up, and documentation of prior authorizations to ensure timely approval of services.

· Attend school meetings, staffing, and program related meetings as required.

· Provide structure by maintaining organization (spreadsheets, folders, etc) for dates, caseloads, attendance, timeframes,

phases, and other data as requested.

· Address and resolve parent, school and stakeholder concerns in a professional and timely manner, consulting with

Director as needed.

· Serve as the primary communicator between all stakeholders of the program, including staff, clients, families, schools,

and leadership.

· Provide crisis intervention, de-escalation, and prevention support and complete all documentation within timeframe.

Staff Management & Reporting

· Manage staffing models, including caseload distribution and coverage planning

· Support staff development and training in alignment with program goals

· Monitor school based staff and program paperwork/documentation to ensure all regulatory standards are met

· Report staff attendance and concerns related to staff to Director daily

Compliance & Revenue Cycle Support

· Ensure compliance with all regulatory, payer, and organizational requirements

· Complete and ensure staff completion of accurate and timely documentation to maximize billing and reimbursement

· Coordinate prior authorization processes and ensure services meet medical necessity criteria

· Monitor audit readiness and address compliance issues proactively

· Develop and monitor key performance indicators (KPIs), including productivity, utilization, and service delivery targets

· Complete critical incident reports and ESPI/SCM reports within timeframe

· Completes required trainings and participates in in-services

· Adheres to all policies and procedures, including maintaining confidentiality in accordance with HIPAA

· Demonstrates professionalism in all interactions with schools, families, and staff.

Student Services & Care Coordination

· Ensure students receive appropriate, timely, and coordinated mental health services

· Oversee referral processes and service access across programs- ensure paperwork, evaluations, insurance requests, and

communication is completed timely

· Support transitions between levels of care and reintegration into school settings

· Collaborate with clinical staff and school personnel to ensure continuity of care

· Directly providing support to clients and their families within the school or day treatment setting, including providing

transportation to clients as needed.

· Oversee program services during school breaks, including client attendance, CSA group planning, documentation,

transportation, and meal prep.

Additional Duties

· Perform other duties as assigned

Work Environment

· Primarily based in Day Treatment and school environments

· Regular travel between assigned school sites and transporting clients is required

· Requires working in other Astra Behavioral Health offices and programs as requested, with reimbursement based on

policy.

· Schedule is generally consistent but may vary based on program and school needs

· Fast paced, high volume environment required frequent multi-tasking and problem solving

· Requires frequent communication with multiple stakeholders throughout the day

Qualifications

Minimum Qualifications

· Associate’s degree in Behavioral Sciences, Education, Counseling, Psychology, Social Work, Nursing, or related field

required, Bachelor’s degree preferred

· Must possess a valid Kentucky driver’s license, maintain an acceptable driving record and automobile insurance, and

have reliable transportation.

· Must successfully pass (and maintain a passing) criminal background, Child Protective Services background check, and

driving records check in accordance with agency and regulatory requirements.

· Must be willing to submit to (and pass) a urine drug screen, as requested.

· Must successfully complete Safe Crisis Management (SCM) training provided by Astra Behavioral Health within a

designated timeframe after hire and must maintain certification throughout employment.

· Must be able to safely participate in behavioral intervention techniques, including correctly and safely perform SCM, to

ensure safety of clients and staff.

· Must be comfortable working with children and adolescents

· Must be able to manage high-stress situations and respond calmly, professionally, and effectively.

· Must be able to remain active throughout the day (walking, standing, lifting).

Preferred Qualifications

· Experience with Medicaid, managed care, and insurance-based service delivery

· Experience working in a multi-site or district-based service model

· CPR Certification