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Administrative Coordinator
Washburn Center For ChildrenMinneapolis, United Statesfull_timeVerifiedPosted 20 Sept 2024
About the role
All are welcome! People of color, people with disabilities, and LGBTQIA+ individuals are strongly encouraged to apply!
Washburn Center for Children is a leading children’s mental health center, caring for a wide variety of children’s needs associated with anxiety, depression, behavioral difficulties and trauma. The 141-year-old nonprofit offers critical mental health intervention to help children - and their families - realize hope. Washburn Center for Children serves almost 4,000 children ages 0-18 and approximately 9,000 family members each year. Washburn Center’s three office locations – Brooklyn Park, Edina, and Minneapolis – serve the entire Twin Cities metro area. The nonprofit also offers in-home services, and its school-based program serves 50+ schools in the Eden Prairie, Bloomington, Minneapolis, Savage, Burnsville and Eagan school districts.
The demand for therapeutic care has skyrocketed. Join our team to help children through the setbacks of life and create a better future. To learn more about how we do that work in homes, schools and clinic-based services, visit us online.
Summary
This Administrative Coordinator will provide support to the Case Management, Intensive Community Based Services (ICBS), and Assessment teams including completion of administrative, reporting, and employee engagement responsibilities. This position is required to be available on-site a minimum of two days per week and as needed for team and agency events.
Responsibilities
Authorizations - The Case Management Program Support position will coordinate the continual completion of authorizations for Case Management clients by completing the following:· Track pending, upcoming and overdue authorizations utilizing EHR, Microsoft Access and Power Apps· Communicate with various Hennepin County contacts to ensure receipt and approval of authorizations· Coordinate with the billing department upon receipt of approved authorizations and to resolve issues with missing authorizations· Communicate with various Hennepin County contacts when a client ends or transfers services· Attend quarterly Hennepin County Meetings as requested
Enrollment – The Case Management Program Support position is responsible for working with the program clinicians and supervisors to track and coordinate enrollment for the ICBS and Assessment programs, including the following tasks:· Regularly review internal referrals and assign clients to waiting lists· Work with clinicians and supervisors to maintain full program enrollment· Maintain detailed waiting lists and notes for the program to assist program supervisors in monitoring enrollment, authorizations, and active cases· Work with supervisors and intake team to get new clients assigned· Coordinate with referring clinicians to ensure clients are prepped while on the waitlist
Outcome Measures and Program Reporting – The Case Management Program Support position will maintain records and create reports by completing the following responsibilities:· Coordinate the collection, scoring, and entry of program outcomes and measures, including but not limited to: CASII, SDQ, ECSII, satisfaction surveys, etc.· Run utilization reports and other required monthly reports· Open and close cases in the electronic health records (EHR) and other related databases
Administrative Support – The Case Management Program Support position will work with clinicians and supervisors in the Case Management, ICBS, and Assessment programs. This support will include:· Verify client charts are complete, organized, and include all of the necessary documentation to ensure record quality needed to close client assignments· Upon request from clinicians, review and send releases of information to external partners while maintaining client privacy and data security· Create and distribute schedules for team meetings and consultations· Attend and record meetings minutes for team meetings, as requested· Collaborate with other program support staff, supervisors, and internal teams to ensure continuous improvement of processes and systems within the Agency· Serve as the point of contact and coordinate and track all referrals to our partner agency, My Very Own Bed
Recruiting and Engagement – The Case Management Program Support position will assist program supervisors in the recruiting process and employee engagement efforts, including, but not limited to, the following:· Support onboarding of new staff to learn and navigate Agency systems· Work with supervisors to create opportunities for staff recognition, including creating signs, welcome baskets, coordinating events, and getting cards for staff· Assist with planning and coordinating program retreats
Professional Development - All Agency employees are responsible for making profes
Washburn Center for Children is a leading children’s mental health center, caring for a wide variety of children’s needs associated with anxiety, depression, behavioral difficulties and trauma. The 141-year-old nonprofit offers critical mental health intervention to help children - and their families - realize hope. Washburn Center for Children serves almost 4,000 children ages 0-18 and approximately 9,000 family members each year. Washburn Center’s three office locations – Brooklyn Park, Edina, and Minneapolis – serve the entire Twin Cities metro area. The nonprofit also offers in-home services, and its school-based program serves 50+ schools in the Eden Prairie, Bloomington, Minneapolis, Savage, Burnsville and Eagan school districts.
The demand for therapeutic care has skyrocketed. Join our team to help children through the setbacks of life and create a better future. To learn more about how we do that work in homes, schools and clinic-based services, visit us online.
Summary
This Administrative Coordinator will provide support to the Case Management, Intensive Community Based Services (ICBS), and Assessment teams including completion of administrative, reporting, and employee engagement responsibilities. This position is required to be available on-site a minimum of two days per week and as needed for team and agency events.
Responsibilities
Authorizations - The Case Management Program Support position will coordinate the continual completion of authorizations for Case Management clients by completing the following:· Track pending, upcoming and overdue authorizations utilizing EHR, Microsoft Access and Power Apps· Communicate with various Hennepin County contacts to ensure receipt and approval of authorizations· Coordinate with the billing department upon receipt of approved authorizations and to resolve issues with missing authorizations· Communicate with various Hennepin County contacts when a client ends or transfers services· Attend quarterly Hennepin County Meetings as requested
Enrollment – The Case Management Program Support position is responsible for working with the program clinicians and supervisors to track and coordinate enrollment for the ICBS and Assessment programs, including the following tasks:· Regularly review internal referrals and assign clients to waiting lists· Work with clinicians and supervisors to maintain full program enrollment· Maintain detailed waiting lists and notes for the program to assist program supervisors in monitoring enrollment, authorizations, and active cases· Work with supervisors and intake team to get new clients assigned· Coordinate with referring clinicians to ensure clients are prepped while on the waitlist
Outcome Measures and Program Reporting – The Case Management Program Support position will maintain records and create reports by completing the following responsibilities:· Coordinate the collection, scoring, and entry of program outcomes and measures, including but not limited to: CASII, SDQ, ECSII, satisfaction surveys, etc.· Run utilization reports and other required monthly reports· Open and close cases in the electronic health records (EHR) and other related databases
Administrative Support – The Case Management Program Support position will work with clinicians and supervisors in the Case Management, ICBS, and Assessment programs. This support will include:· Verify client charts are complete, organized, and include all of the necessary documentation to ensure record quality needed to close client assignments· Upon request from clinicians, review and send releases of information to external partners while maintaining client privacy and data security· Create and distribute schedules for team meetings and consultations· Attend and record meetings minutes for team meetings, as requested· Collaborate with other program support staff, supervisors, and internal teams to ensure continuous improvement of processes and systems within the Agency· Serve as the point of contact and coordinate and track all referrals to our partner agency, My Very Own Bed
Recruiting and Engagement – The Case Management Program Support position will assist program supervisors in the recruiting process and employee engagement efforts, including, but not limited to, the following:· Support onboarding of new staff to learn and navigate Agency systems· Work with supervisors to create opportunities for staff recognition, including creating signs, welcome baskets, coordinating events, and getting cards for staff· Assist with planning and coordinating program retreats
Professional Development - All Agency employees are responsible for making profes
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