Arden Shore Child and Family Services · 12 hours ago
Behavioral Health Program Coordinator
Waukegan, IL
Full-time
Hybrid
Mid Level
3+ years expArden Shore Child and Family Services is dedicated to providing quality behavioral health services to children and families. The Behavioral Health Program Coordinator plays a vital role in managing administrative operations, supporting clinicians, and ensuring efficient workflows within the program.
CharityCommunitiesNon Profit
Responsibilities
Serve as the primary administrative partner to the Director of Behavioral Health, coordinating daily operations and communication flow
Manage program calendars, appointment logistics, internal communications, and BH meeting preparation
Develop and maintain organized systems for referrals, documentation deadlines, client status changes, and internal recordkeeping
Prepare administrative reports and support CQI data needs related to program operations
Coordinate intake workflows, ensuring families receive clear instructions and support through paperwork and onboarding steps
Provide non-clinical navigation support, helping families understand scheduling, forms, next steps, and available resources
Track referral activity, waitlists, and intake progression, ensuring warm and timely follow-up
Identify operational barriers to access and recommend improvements consistent with trauma-informed, family-centered practice
Manage clinician schedules, ensuring appropriate caseload distribution and timely client appointments
Coordinate appointment logistics across in-person, telehealth, and community-based settings
Troubleshoot scheduling conflicts and maintain a high-functioning scheduling system that supports continuity of care
Conduct and track insurance and Medicaid eligibility checks; obtain and monitor MCO authorizations
Support billing preparation by ensuring documentation is timely, complete, and compliant with Medicaid and agency requirements
Maintain tracking systems for session notes, unsigned documentation, IM+CANS renewal deadlines, consents, and other compliance-related tasks
Assist with clinician credentialing and re-credentialing documentation
Serve as the liaison between Behavioral Health, Reception, Finance, CQI/Data, and Programs to streamline administrative workflows
Coordinate with Reception to support client flow while maintaining appropriate workload boundaries
Assist with audit readiness, licensing reviews, and compliance documentation
Maintain updated Behavioral Health materials, including brochures, referral guides, and client handouts
Track inquiries from partners, community events, and external referrals; provide follow-up communication as directed
Support the Behavioral Health Director in limited outreach tasks such as scheduling tabling events, preparing materials, or coordinating logistics
Identify inefficiencies in workflows, documentation, scheduling, or billing readiness and recommend practical improvements
Support development and maintenance of BH administrative SOPs, onboarding guides, and workflow documents
Assist in the operational components of special projects, including internship program logistics and alignment with Family Advocacy Center initiatives
Participate in team meetings, training, and quality improvement efforts
Qualification
Required
High school diploma or equivalent required
3+ years of administrative or operational experience in behavioral health, medical practice, social services, or related setting
Experience with Medicaid/MCO billing workflows
Experience with EHRs, IM+CANS, or behavioral health documentation requirements
Experience in nonprofit community-based behavioral health settings
Experience with scheduling systems, insurance/Medicaid eligibility processes, or documentation workflows
Exceptional organization, accuracy, and time management skills
Ability to work in a fast-paced environment and balance multiple priorities
Strong communication skills with commitment to cultural humility, trauma-informed practice, and welcoming family engagement
Ability to maintain confidentiality and demonstrate sound judgment
Valid Illinois driver's license and access to reliable transportation
Ability to comply with agency insurance requirements if using a personal vehicle for work purposes
Preferred
Bilingual (English/Spanish) Preferred
Company
Arden Shore Child and Family Services
Arden Shore Child and Family Services is to rebuild children’s lives in a caring community.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase