Position Title: Coordination Specialist
Location: In-person
Reports to: Clinical Director
FLSA Status: Exempt
Position Summary:
The Coordination Specialist is responsible for oversight of DSP scheduling, case note compliance, coordination of care, and family/individual communication. This role ensures services are delivered in accordance with DDD regulations, agency policies, and client authorizations. The Specialist plays a critical operational role in maintaining staffing coverage, documentation accuracy within HHAeXchange, and proactive communication with families, DSPs, and supervisors.
This is a fast-paced, in-person position requiring strong organizational skills, attention to detail, and the ability to manage multiple priorities simultaneously.
Key Responsibilities:
Service Coordination & Compliance
Coordinate service delivery and ensure compliance with DDD regulations and agency policies.
Assure that cases are filled within established timeframes.
Ensure required service visits are completed daily.
Oversee DSP case notes for accuracy, timeliness, and compliance.
Complete and review appropriate documentation in the HHAeXchange system.
Scheduling & Staffing Oversight:
Arrange schedules to fulfill in-home staffing needs as required or requested.
Maintain HHAeXchange (or other system) schedules for services requested and provided, including:
o Master weeks
o Call maintenance
o Daily visits
Update DSP availability in scheduling systems to ensure accurate staffing.
Follow up with DSPs regarding scheduling conflicts, callouts, or coverage gaps.
Provide appropriate notification of schedule changes to DSPs, clients, supervisors, and other relevant parties.
Monitor DSP weekly hours and notify management of potential or actual overtime.
Communication & Liaison Responsibilities:
Serve as the primary liaison between individuals, families, DSPs, and supervisors.
Monitor direct work email, scheduling email, SMS messages, and phone lines daily.
Coordinate care communication to ensure continuity and service satisfaction.
Address scheduling concerns and service-related inquiries in a timely and professional manner.
Operational Accountability
Ensure accurate and timely documentation entry in HHAeXchange.
Track service utilization and report discrepancies to management.
Support leadership in identifying service delivery trends or staffing challenges.
Maintain high standards of confidentiality and professionalism.
Qualifications:
2–5 years of experience within human services, healthcare, DDD services, or related field.
Experience working with DDD (Division of Developmental Disabilities) required.
Experience with HHAeXchange or similar scheduling/documentation system preferred.
Strong organizational and time-management skills.
Ability to work effectively in a fast-paced, deadline-driven environment.
Detail-oriented with strong follow-through.
Team player with excellent communication and problem-solving skills.
Comfortable managing multiple communication channels simultaneously.
Coordination Specialist • Bergen County, NJ
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