Program Coordinator

Act Program & Business Coordinator

The Act Program & Business Coordinator serves as a full participant of the Act Team and is responsible for organizing, coordinating, and monitoring all non-clinical and administrative operations of the program. Under the direction of the Program Manager, this position ensures the efficient operation of both business and program functions to support high-quality, community-based behavioral health services. The Coordinator manages the creation, storage, and flow of Protected Health Information (PHI), oversees accounting and budget records, maintains compliance with relevant regulations, and facilitates communication among staff, clients, and external stakeholders. This role ensures alignment with standards set by the Maryland Department of Health Behavioral Health Administration, Local Behavioral Health Authority, Administrative Service Organization, Core Service Agency, The Joint Commission, and other federal, state, or local contracting standards. Working in collaboration with the Act Division Director, Program Manager, and interdisciplinary team members, the Coordinator promotes effective treatment delivery and operational excellence for Act service clients.

Specific Responsibilities:

Administrative & Operational Coordination

· Organize, coordinate, and monitor daily Act program operations and communications.

· Create, review, and analyze practice management and performance reports for corrective measures.

· Manage office and clinical supplies, equipment, and related vendor relationships.

· Maintain accounting, budget, and expenditure records for both individual clients and the program.

· Organizes and obtains service authorizations through the Administrative Service Organization (ASO), ensuring timely and accurate submissions.

· Gathers and submits outcome data in alignment with the program reporting requirements.

· Monitor and track individual treatment plans dates to ensure compliance.

· Collects and reports data on uninsured clients as required.

· Track and coordinate in conjunction with the psychiatrist.

· Coordinate administrative functions and workflow between team members and leadership.

· Prepare materials and reports for the Behavioral Health Administration, Local Behavioral Health Authority, Administrative Service Organization, Core Service Agency, and Senior Staff.

· Implement and maintain compliance with all state licensing standards for Act.

· Maintain daily service logs documenting client rosters and treatment encounters within the past 24 hours.

Team Coordination & Leadership

· Support team members in daily service delivery, ensuring client needs are met.

· Collaborate with the Program Manager to prepare data for daily meetings and ad hoc decisions.

· Participate in onboarding, and performance management of Act team members.

· Share responsibility for day-to-day office operations and ensure smooth interdepartmental communication.

Client & Service Management

· Coordinate the intake of new clients alongside the Program Manager or intake specialist.

· Monitor and track individual treatment plans to ensure compliance with documentation and authorization timelines.

· Oversee medication management processes, including pharmacy coordination, delivery tracking, and voucher monitoring.

· Maintain positive relationships with local pharmacies and pharmaceutical representatives to ensure client medication needs are met.

· Collect and report data on uninsured clients and program outcomes as required.

· Provide culturally competent and trauma-informed services to clients and families.

Emergency Response & Compliance

· Provide emergency backup and crisis response support to team members as needed.

· Respond to incidents and produce reports in accordance with established protocols.

· Ensure the team operates within safety and compliance standards.

· Identify, recommend, and implement necessary services, equipment, and facilities improvements.

· Execute assigned projects and operational changes directed by senior leadership.

Qualifications

· AA degree, preferred bachelor's degree: advanced education in healthcare administration preferred.

· Minimum of three years of administrative experience in a healthcare or behavioral health setting serving adults with serious mental illness.

· Minimum of two years of experience working on a multidisciplinary team.

· Strong understanding of behavioral health authorization processes and state compliance requirements.

· Excellent organizational, analytical, and communication skills.

· Proficiency with data management and reporting tools.

Additional Information

This description is a summary of responsibilities and requirements for the Act Program & Business Coordinator role. Duties and expectations may evolve to meet program needs and organizational priorities.