Program Coordinator II

Overview

On-site: Program Coordinator | Full-time | $27.27

For over a century, Catholic Community Services of Western Washington (CCSWW) has provided services for youth, immigrants, older adults, and people experiencing homelessness throughout western Washington state. Our employees and volunteers come from many faith traditions to serve and support poor and vulnerable people through the delivery of quality, integrated services and housing. Our focus is on those individuals, children, families, and communities struggling with poverty and the effects of intolerance and racism. We actively join with others to work for justice. If this is your passion, we would like you to join us. If you are looking for meaningful work, make a tangible difference, and drive positive change, find out more at: https://ccsww.org/careers

Catholic Community Services’ Counseling, Recovery & Wellness (CReW) Program is a licensed community mental health and substance use disorder treatment program and provider of the King County Integrated Care Network (KC-ICN). Our collaborative team focuses on serving adults with mental illness and/or substance use disorders to help improve individuals’ quality of life. Range of services includes diagnostic assessments, individual therapy, peer support, case management, group counseling, skills training, care coordination, medication management, and psychoeducation. Services offered emphasize building collaborative relationships with the persons served as the first step towards lasting engagement in treatment. Our team was created out of the need for onsite supportive services in our agency housing and shelter programs, and we adapt our services to best fit the unique needs of our clients in a variety of locations throughout King County. CReW is committed to creating a welcoming and inclusive workplace and is proud to be an equal opportunity employer. Candidates from all walks of life are strongly encouraged to apply.

How YOU can make a difference

This position serves as a primary access and point of contact for scheduling current and prospective clients seeking behavioral health treatment, especially psychiatric medication management through the CReW Psychiatric Providers. The position is responsible for coordinating and scheduling outpatient intake assessments, initial psychiatric evaluations, and ongoing psychiatric medication management appointments. The work is done with an emphasis on ensuring that individuals are connected to services in a timely, welcoming, organized, and person-centered manner. This position works closely with individuals, referral sources, clinicians, psychiatric providers, nursing support staff, supervisors, and other CReW team members to coordinate appointments, maintain accurate scheduling and referral information, address barriers to attendance, and facilitate communication regarding appointment needs. This role helps manage the psychiatric providers’ calendars, monitors and updates their availability, and helps problem-solve any short-notice changes to meetings or other necessary events. Work is performed under the supervision of the Site Director or Clinical Manager and in very close collaboration with the Lead ARNP

This position is intended to support CReW programming throughout our King County locations in downtown Seattle, Kent, Federal Way, and Bellevue. A flexible, hybrid remote-work schedule with some in-person routines will be offered. Work is generally expected to occur within standard business hours Mon-Fri 8:30-5pm.

Responsibilities

Outreach and Engagement:

• Outreach and engage individuals living in homelessness at CCS shelter and housing programs, accomplished by a routine presence in the milieu with clients and coordination with shelter staff.
• Provide crisis de-escalation and risk assessment for clients as needed. Advocate with Emergency Responders, King County Designated Crisis Responders, Detox and Drug and Alcohol Involuntary Treatment Services when more intensive services are needed.
• Provide crisis de-escalation and risk assessments for residents as needed. Advocate with Seattle Police Department, County Designated Mental Health Professionals and Involuntary Treatment Services when more intensive services are needed.
• Provide consultation and support to staff and clients in developing Trauma-Informed and Harm Reduction interventions that reduce risks of clients’ harm to self or others when experiencing an increase in behavioral health symptoms.

Psychiatric Evaluation Scheduling:

• Coordinate scheduling of initial psychiatric evaluations after required referral and clinical-review steps have been completed.
• Review scheduling requests to ensure required administrative information is available before an appointment is scheduled.
• Match clients to the appropriate provider, appointment location, and available appointment type based on instructions established by the psychiatric team.
• Schedule psychiatric evaluations for the appropriate duration and modality identified by the program.
• Communicate appointment information clearly to clients and relevant treatment-team members.
• Coordinate rescheduling when appointments are canceled or missed.
• Maintain psychiatric scheduling queues, task lists, or other tracking mechanisms established by the program.
• Elevate urgent scheduling needs or questions to the designated psychiatric team member to ensure that determination of appointment plan is informed by clinical assessment.

Ongoing Medication Management Scheduling:

• Schedule routine follow-up medication management appointments according to psychiatric provider instructions and established program scheduling parameters.
• Assist clients with scheduling, rescheduling, and confirming future appointments.
• Provide support and direct assistance for individuals accessing the psychiatric team by providing the telehealth platform link and instructions, problem-solving platform functionality as needed.
• Monitor provider schedules for openings, cancellations, scheduling conflicts, and opportunities to improve access.
• Coordinate scheduling-related communication between clients, primary clinicians, psychiatric providers, and support staff.
• Conduct appointment reminders and outreach as assigned, through texts, calls, emails, collateral contacts, and/or letters.
• With support from data entry staff, track and report out on no-show rates, consulting with clinical team members as needed when questions arise about appropriateness for repeated rescheduled appointments.
• Maintain accurate appointment information within the EHR and other approved scheduling systems.
• Route clinical questions, medication concerns, refill requests, or requests for changes in treatment to the appropriate clinical or medical team member.

Clinical Site Support:

Act as primary point of contact for in person, virtual, and phone front desk triage for a multi-disciplinary behavioral health team.

• When on site, assist with greeting all incoming foot traffic, both walk-ins and scheduled appointments, via the front desk at the main clinic site, and redirecting individuals to the appropriate or available clinician.
• Participate on building safety committee meetings on a quarterly basis, giving input on any building or facility security issues that may pose risks to staff or clients.
• Respond to medical and social crises and contact appropriate staff and/or emergency service providers.
• Relay any need for any needed supplies, additional furniture, storage containers or other security items to program leadership and operations staff when needed and assist with ensuring that deliveries of new items are promptly and neatly stored.
• All other administrative duties as assigned.

HIPAA:

• Responsible for upholding a culture of privacy and security in highly confidential work environment (HIPAA covered entity service area).
• Complies with all CCSWW policies and procedures that involve access to and safeguarding of client Protected Health Information (all forms).

What we are looking for

• Associates degree or certification in a social services field.
• 1 year of clinical experience in social services or community settings, with preferred experience in behavioral health and/or housing and shelter systems.
• Computer proficiency in or ability to quickly learn and master Microsoft suite of products (Teams, Planner, Outlook, Sharepoint Lists) as well as behavioral health electronic health record systems.
• Demonstrated strength in creative problem-solving, community capacity building, and collaboration.
• Ability to prioritize and effectively handle competing demands in a fast-paced environment.
• Demonstrated clear and concise professional written and verbal communication.
• Applicant must successfully pass required background checks prior to an offer of employment.
• Ability to work both independently and as a member of a highly collaborative team.
• Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
• Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.

Benefits & Compensation

This is a Full-time, non-exempt 40 hrs./week position starting at $32.76 (+D.O. E) with a competitive benefits package:

• Medical, Dental, Vision, Life Insurance and Long-Term Disability
• Health Savings Account (HSA) and Flexible Spending Account (FSA)
• Generous paid time off (PTO), paid sick time, 15 days of paid vacations
• 12 days of paid holidays, plus one (1) personal holiday
• CCS/AHA 403(b) Employee Savings Plan
• Employee Assistance Program (EAP)

Note to Internal Candidates: HR reviews internal compensation and determines any increase based on their experience and also agency internal equity factors. Please let us know if you need special accommodations to apply or interview for this position.

Catholic Community Services is an Equal Opportunity Employer. Visit www.ccsww.org to learn more.