Program Coordinator

Vona•New Hope, MN

7d•$55,000 - $60,000•Onsite

About The Position

The Program Coordinator is responsible for overseeing all functions and administrative duties related to clinic operations. Key expectations include managing client flow to ensure they are fully prepared for admission such as verifying insurance, obtaining consent, and providing reminders while also supporting medication management providers with scheduling and record retrieval. In addition, the coordinator assists therapy and case management staff in fulfilling their roles. Success in this position requires being forward-thinking and situationally aware. Above all, client care is highest priority, and this role contributes by managing the operational details that ensure every client has the best possible experience within our organization.

Requirements

BA/BS or equivalent experience in office management or healthcare management.
2 years of experience with Microsoft Office Suite or ability to show proficiency.
2 years of experience in administrative support

Nice To Haves

2 years of experience working in a mental health or other healthcare setting preferred.

Responsibilities

Lead client intake and referral processes by overseeing communication with potential clients, ensuring referral paperwork is completed accurately, and maintaining comprehensive records.
Conducts needs assessments for prospective and new clients, using professional judgment to inform service planning and program alignment.
Maintain expert-level knowledge of Vona's services to local and community resources, serving as a key liaison to connect clients with appropriate Vona program referral and community support.
Collaborate, develop and maintain good working relationships with other service agencies, school and community resources, and coordinate services with these agencies.
Direct resource utilization and referral pathways to maximize client outcomes and ensure the continuity of care.
Represent the agency as a professional ambassador in community settings, promoting organizational values and strengthening external relationships.
Ensure accurate and timely documentation of client interactions, family engagement, and collateral contacts through case notes that meet compliance standards.
Oversee data tracking and reporting to inform program evaluation, identify trends, and support continuous improvement.
Oversee administrative operations to ensure exceptional customer service, efficient scheduling, and seamless client check-in/check-out processes.
Coordinate administrative support for clinicians and programs, ensuring accurate information flow, compliance auditing, and timely data into electronic systems.
Manage provider support functions, including medication refill facilitation, care coordination triage, and documentation of medication-related inquiries and concerns.
Oversee insurance processes, ensuring accurate collection, verification of benefits, and reporting of client insurance information.
Implement and monitor crisis triage protocols, ensuring staff readiness to respond effectively to mental health emergencies.
Ensure compliance in clinical record management from intake through discharge, aligning with agency, state, federal, and insurance requirements.
Coordinate division-wide administrative operations, providing coverage and oversight to ensure all duties are completed consistently and efficiently.
Lead data management and reporting efforts, producing outcome reports that support program evaluation and inform leadership decision-making.
Foster team cohesion and collaboration, promoting positive relationships between management and staff and encouraging a culture of accountability.
Organize and support staff meetings and trainings, including scheduling, logistics, documentation, and distribution of records.
Collaborate with the Operations Manager to identify opportunities for process improvement and recommend strategies for enhanced administrative support.
Safeguard privacy and confidentiality by ensuring strict adherence to HIPAA regulations and organizational policies.
Support financial operations by assisting with accounts payable and receivable, contributing to accurate fiscal management.