Colorado Nonprofit Association

Site Coordinator, Behavioral Health

The Site Coordinator is an integral part of the Behavioral Health Department within Catholic Charities. This role fosters a welcoming supportive atmosphere for counseling clients. This position ensures effective and efficient direction to the public and responds in a caring, positive manner to a broad variety of people. This role is responsible for daily administrative operations and the department’s medical billing, payments, and reconciliation processes. 

Essential Duties

Key tasks and responsibilities to be performed in the role.

• Maintain Electronic Health Records and provide administrative support for counselors, including adding/editing new users, changing user roles, resetting passwords, and setting account access. Also managing client information in the system including adding, editing, and/or removing clients.
• Conduct daily operations, including performing periodic quality assurance file reviews, conducting insurance eligibility checks, and handling monthly billing and reconciliation tasks.
• Conduct periodic quality assurance file reviews for individual/family counseling and relinquishment counseling requirements, including client disclosures and consents.
• Update and create Standard Operating Procedures for administrative workflows.
• Manage incoming calls, retrieve messages, and return phone calls, as necessary.
• Process incoming inquiries for counseling and relinquishment services, updating and entering data into tracking databases, and assigning counseling inquiries to counselors.
• Direct telephone inquiries from the public to appropriate internal departments within Family Services, Catholic Charities, the Diocese of Colorado Springs, and parishes, providing community referrals as needed.
• Assist with walk-in inquiries, directing individuals to the appropriate departments and destinations throughout the Catholic Pastoral Center or other Catholic Charities locations.
• Coordinate the daily counseling calendar and ensure its distribution to the Catholic Pastoral Center reception desk for client entry into the building.
• Schedule workflow to ensure desk coverage during client appointment arrival times.
• Maintain a welcoming environment in the department’s reception area, greeting clients and providing necessary forms for completion. Collect and deliver completed forms to counselors.
• Process client payments, including invoicing and statement preparation for services rendered.
• Submit billing to insurance companies. Collaborate with the Finance team to record and reconcile payments.
• Process and track incoming authorizations and complete billing for services as required by independent contracts.
• Prepare and distribute correspondence and legal documents to the court.
• Coordinate department meetings, including reserving conference rooms and taking minutes.
• Maintain departmental forms and ensure the security of confidential information. Manage department office equipment and order supplies as needed.
• Serve as notary public for Catholic Charities.

Competencies

Skills, behaviors, and abilities necessary to succeed in the role, but not required for eligibility.

• Demonstrates knowledge of administrative procedures.
• Exercises sound judgment within defined policies and procedures to determine appropriate action.
• Establishes effective working relationships with a broad variety of groups and effectively represents the mission of Catholic Charities to individuals and organizations.
• Applies trauma-informed care principles/practices and demonstrates understanding of differences between crisis/emergency care, transformation/development theories and practices, and family -strengthening approaches.

Requirements

Minimum requirements to be eligible for this role.

Education & Experience:

• High School diploma.
• One year of experience working with electronic health records and medical billing.
• Three years of administrative assistant experience in a service, legal, or nonprofit organization.

Knowledge & Skills:

• Strong verbal and written communication skills, with an emphasis on listening, problem solving, and maintaining positive working relationships.
• Strong interpersonal and human relations skills, with the ability to with the ability to form and maintain positive relationships with diverse clients and colleagues.
• Application of culturally appropriate skills in interactions with clients, co-workers, volunteers, partner agencies, and the community.
• Bilingual in English/Spanish is a plus (not required).
• Proficiency in Microsoft Office Suite, including Word, Excel, Publisher, and Adobe Acrobat.
• Exceptional attention to detail, particularly in data entry, documentation, and record-keeping.

Other Requirements:

• Ability and willingness to work within the established structure and guidelines of Catholic Charities.
• High level of self-motivation, enthusiasm, and team-oriented work ethic, with the ability to prioritize projects and manage multiple responsibilities effectively.
• Initiative and self-direction, with the ability to work independently with minimal supervision.
• Ability to work collaboratively as part of a team and accept direction in a positive manner.
• Valid driver’s license and reliable transportation.
• Availability to work occasional evenings and weekends to accommodate meetings and special events.
• Successful completion of background check.

Work Environment

• Most of the assigned duties are performed in an office environment.
• The employee is subject to both inside and outside environmental conditions.
• Reasonable accommodation can be provided to enable people with disabilities to perform the described essential functions of this position.

This description is not intended, and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with this job. It is intended to be an accurate reflection of the principal job elements essential for making compensation decisions.