Program Coordinator- ACT
1 week ago
FLSA: Non-Exempt, Full-Time
Location: St. Paul, MN
Purpose:
The Assertive Community Treatment (ACT) Program Coordinator supports team operations by maintaining accurate documentation, organizing information, and assisting with billing-related workflows in the Electronic Health Record (EHR). This role provides administrative support to the Ramsey County ACT team, including case management, nursing, and psychiatric staff, ensuring timely and compliant documentation and reporting. The Program Coordinator also provides dotted-line supervision to the ACT Program Assistants to promote consistent administrative practices across all ACT programs.
Key Responsibilities:
Duties and Responsibilities:
- Manage client onboarding and discharge workflows in Credible EHR, ensuring accurate assignments, documentation uploads, and ROI maintenance.
- Maintain high-quality documentation by reviewing forms prior to scanning, organizing attachments in correct categories, and ensuring timely updates to contact lists and clinical records.
- Generate and distribute monthly and weekly billing support reports (e.g., scheduled visit and incomplete activity reports), verify insurance status, and coordinate closely with Billing to ensure accurate and timely monthly submissions.
- Track and monitor critical due dates (e.g., Diagnostic Assessments, civil commitment reporting, semi-annual reviews, out-of-home placement updates) and notify appropriate staff.
- Produce routine data reports using Credible BI and other reporting tools to support county and fidelity audits, program requirements, and team performance monitoring.
- Manage written communications and record requests, including obtaining assessments or medical records from external providers, responding to ROI-authorized inquiries, and maintaining updated program forms.
- Coordinate medical transportation for psychiatry appointments and provide administrative support to the psychiatric provider, including scheduling, reminders, and follow-up communication as needed.
- Provide administrative support to the ACT team, including monitoring incoming calls and faxes, recording meeting minutes, program purchasing, bus card and gift card distribution to case managers, and maintaining SharePoint files.
- Provide dotted-line supervision to the ACT Program Assistants, offering guidance, workflow support, expectation setting, and collaborative performance feedback in alignment with their direct supervisor.
- Support training and onboarding for administrative staff, model strong organizational practices, and contribute to a positive, high-functioning team environment.
- Advanced verbal and written communication skills.
- Organization and time management skills.
- Problem-solving and creative thinking skills.
- Ability to adapt to changing conditions and open to new processes.
- Ability to delegate and take lead on program wide projects.
- Knowledge of mental illness and the needs of people with mental illness.
- Ability to develop and maintain receptive, open, and approachable lines of communication with clients and staff, and provide a friendly environment for visitors.
- Ability to meet deadlines and set priorities.
- Proficiency with a variety of web-based software and databases, including Microsoft Office Suite and HER.
- The position completes activities in the program office and will have interactions with clients of the program and the public.
- Some activities may be required in the community.
- Travel may be required to other program sites.
- This position has the potential to come into contact with bodily fluids, communicable diseases, tobacco smoke, and household pets.
- Prolonged periods at a desk, working on a computer.
- Manual dexterity for tasks such as taking notes, using technological devices for documentation, or assisting clients with certain activities if needed.
- Must be ambulatory and able to negotiate stairways.
- The ability to lift and carry heavy weights that could be up to 50 pounds.
Required
- High-school graduate.
- Two years of full-time professional administrative experience.
- Post high school technical training.
- Experience working with adults with mental illness (paid or volunteer) is desired.
- Must be ambulatory and able to navigate stairways.
- The ability to lift and carry up to 50 pounds.
- Must not be actively receiving services from Guild Incorporated and must not have received services within the last two years.
Guild's Employer Promise
We know you do your best work when you feel supported and have the flexibility to meet all of life's demands, no matter what those demands might be. Guild is an environment where your emotional, physical, and social wellbeing matters. A place where we're motivated to care for each other and to work together to make a difference in the lives of our clients. We show up for our clients and we show up for each other. And Guild shows up for you.
About Guild
Guild is a Minnesota not-for-profit 501(c)(3) organization that empowers those living with mental illness and/or experiencing long-term homelessness by helping them find the tools they need to lead stable, fulfilling lives in communities of their choosing.
Benefit Highlights
Guild Services offers a range of benefits, including medical, dental, and vision coverage; flexible spending, HSA, short and long-term disability; Paid Time Off; paid holidays; wellness hours; 403(b); life insurance; and more. Eligibility requirements and other terms and conditions apply.
The rate range for this position is between $23.00 - $25.00 per hour. The range reflects the minimum and maximum salary for the position. Compensation will depend on the candidate's professional experience, skills, and relevant education, training, and certifications.
-
ACT Vocational Specialist
6 days ago
St Paul, MN, United States Amherst H Wilder Foundation Full timeJob Duties We are seeking a passionate and skilled professional to join our Assertive Community Treatment (ACT) team in a unique dual role. Our ACT team is a dynamic, multidisciplinary group dedicated to providing comprehensive care to adults with severe and persistent mental illness in our community. You will be instrumental in empowering clients from...
-
ACT Vocational Specialist
1 week ago
St Paul, MN, United States Amherst H Wilder Foundation Full timeJob Duties We are seeking a passionate and skilled professional to join our Assertive Community Treatment (ACT) team in a unique dual role. Our ACT team is a dynamic, multidisciplinary group dedicated to providing comprehensive care to adults with severe and persistent mental illness in our community. You will be instrumental in empowering clients from...
-
ACT Vocational Specialist
1 week ago
St Paul, MN, United States Amherst H Wilder Foundation Full timeJob Duties We are seeking a passionate and skilled professional to join our Assertive Community Treatment (ACT) team in a unique dual role. Our ACT team is a dynamic, multidisciplinary group dedicated to providing comprehensive care to adults with severe and persistent mental illness in our community. You will be instrumental in empowering clients from...
-
ACT Vocational Specialist
3 days ago
St Paul, MN, United States Amherst H Wilder Foundation Full timeJob Duties We are seeking a passionate and skilled professional to join our Assertive Community Treatment (ACT) team in a unique dual role. Our ACT team is a dynamic, multidisciplinary group dedicated to providing comprehensive care to adults with severe and persistent mental illness in our community. You will be instrumental in empowering clients from...
-
Program Coordinator
5 days ago
St Paul, MN, United States Hamline University Full timeProgram Coordinator This position provides office management and administrative support to the Center for Academic Success and Achievement (CASA). The program coordinator will work with many campus constituencies and must complete tasks and procedures under stringent confidentiality requirements. Office Management and Supervision: Manage CASA front...
-
Program Coordinator
2 weeks ago
St Paul, MN, United States Hamline University Full timeFounded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service. Hamline...
-
Program Coordinator
3 days ago
St Paul, MN, United States Hamline University Full timeFounded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service. Hamline...
-
Program Coordinator
4 days ago
St Paul, MN, United States Hamline University Full timeFounded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service. Hamline...
-
Operations Coordinator, EXCEL Program
5 days ago
St Paul, MN, United States Twin Cities Orthopedics Full timeThe Operations Coordinator will manage Care Suites in the day-to-day operations Excel. The Operations Coordinator will work collaboratively with the EXCEL nurses, therapists, surgeon care teams, and with health care providers in coordination and facilitation of services within the episode of care. This is a part-time role, .75 FTE, Monday - Thursday 8:00 AM...
-
Operations Coordinator, EXCEL Program
5 days ago
St Paul, MN, United States Twin Cities Orthopedics Full timeThe Operations Coordinator will manage Care Suites in the day-to-day operations Excel. The Operations Coordinator will work collaboratively with the EXCEL nurses, therapists, surgeon care teams, and with health care providers in coordination and facilitation of services within the episode of care. This is a part-time role, .75 FTE, Monday - Thursday 8:00 AM...
