Psychiatry Care Coordinator/Administrative Assistant

Job Description: Psychiatry Care Coordinator/Administrative Assistant coordinates access to psychiatric services for clients along with administrative support to Leadership. This hybrid role ensures efficient operations, supports provider scheduling and communication, facilitates coordination of psychiatric care, and promotes timely access to behavioral health services in accordance with Kentucky CCBHC standards.

Role and Responsibilities

• Provide confidential administrative support to leadership, including meeting coordination, correspondence, and document preparation.
• Prepare reports, meeting agendas, minutes, and presentations.
• Coordinate psychiatric referrals, appointments, and follow-up care.
• Maintain communication between psychiatry providers, therapists, care coordinators, and other members of the treatment team.
• Monitor psychiatry schedules, waitlists, and client access to ensure timely service delivery.
• Track referrals, medication follow-up appointments, and required documentation.
• Assist with obtaining records, prior authorizations, and other administrative tasks related to psychiatric services.
• Enter and maintain accurate documentation in the electronic health record (EHR).
• Support compliance with HIPAA, Kentucky Medicaid, CCBHC, CARF, and organizational policies.
• Respond professionally to client, provider, and community partner inquiries.
• Perform other administrative and care coordination duties as assigned.

Qualifications and Education Requirements

• Associate degree in healthcare administration, business, human services, or a related field preferred; equivalent experience may be considered, or Certified Medical Assistant.
• Two or more years of administrative experience, preferably in behavioral health or healthcare.
• Experience coordinating patient care or medical appointments preferred.
• Strong organizational, communication, and time-management skills.
• Proficiency in Microsoft Office and electronic health record systems.
• Ability to maintain confidentiality and manage multiple priorities in a fast-paced environment

Physical Requirements

• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• On an average day the position will require sitting 95% of the time. There may be meetings/events that require the position to stand for long periods of time.

Special Requirements

• Excellent typing and telephone skills.
• Thorough knowledge of business English, spelling, and punctuation.
• Must be proficient in modern office practices and procedures, accuracy, tact, and diplomacy.
• Knowledge of all office equipment
• Knowledge of, or ability to learn, Excel, Publisher, or other office software