Program Coordinator

Description:

Supervise Home Managers, of up to ten (10) Residential Homes. Ensure Persons Supported have meaningful days by assisting with providing activities calendars and second line supervision for direct care staff to ensure services are properly executed and documented according to DIDD/ECF and Nia Association guidelines.

Requirements:

Program Coordination

Program coordination for individuals with intellectual and developmental disabilities.

• Participate and provide documentation of meetings (ISP/PCSP, COS, Treatment Team Meetings, Transition Meetings) and file in main chart.
• Ensure the prompt implementation of service plans, BSP, therapy plans and ISP/PCSP outcomes and action steps for individuals supported.
• Monitors the implementation of the Individual Support Plan (ISP)/ Person Centered Support Plan (PCSP).
• Will serve as a catalyst for accountability regarding complying/carrying out the mission/vision statement of the agency, for both subordinates as well as self.
• Program Coordinators will ensure, in a strategic manner, they are scheduled for 8 to 16 hours weekly, working in one of the agency homes, to be approved by a member of the executive team. Additionally, responsible for unavailable coverage due to call outs/no shows/vacation/sick/absence.
• Review daily notes every week, scan and file in PC Server. Review monthly summaries that document and summarize compliance with ISPs, their progression or regression of ability to perform tasks.
• Documentation of ongoing communication with ISCs/MCOs and/or therapists for each individual’s quality of care.
• Review ISPs/PCSPs for compliance, modification etc and submit monthly summaries to the DSO for review no later than the 15th of each month, for submission to the ISCs/MCOs no later than the 20th of each month.
• Initiate High Risk Reviews, as dictated by consecutive potentially harmful situations.
• Maintain documentation for DIDD/ECF (Employment Community Choices First) review in main charts located in the Nia administrative office and ensure copies of docs are maintained in the home of each assigned individual.
• Collaborates with ISCs, Therapist, and members of the clinical team to ensure the individual supported has and is benefiting from services provided.
• Request amendments to the ISP if needed.
• Complete all annual documents (physical, dental, vision etc.) in a timely manner of the ISP/PCSP to include, but not limited to: Level of Need, Physical Status Review, Risk assessment (sleep data, BA documents) and semi-annual TD and Psychiatric screenings.
• Complete Family Based Monitoring Guide annually for all Family Model Residential homes.
• Coordinate with the Medical department to ensure medical, dental, psychiatric, and psychological assessments are provided. Attend specialty appointments as needed.
• Facilitate HD/TL/DSPs training of quality of care for appointments etc.
• Coordinates individual activities based on the ISP/PCSP to ensure qualitative and acceptable programs are included on monthly activity calendars.
• Review and approve individual supported activity calendars.
• Collaborate with the HDs to ensure that all individual specific training occurs, to include all therapy plans, prior to new staff working with the individual supported.
• Review Cost Plans/Service Plans and ensure all approved services are provided accordingly. Verify services, dates and accuracy before submitting to Finance for billing.
• Coordinate with the House Manager, Home Director and Rep Payee for individual purchase requests.
• Coordinate with Rep Payee for monthly review of financial status.
• Maintain a direct working relationship with the Human Resource Department to ensure sufficient and appropriate staff is secured for designated homes.
• Responsible for the management and/or disciplinary actions needed for subordinate staff.
• Complete 30 & 90 day and annual evaluations on subordinate staff on Paylocity, as assigned by HR.
• Assist HDs/TLs with qualifying individuals in the VR process.
• Verify and approve subordinate staff’s work hours and wages in accordance with monthly work schedules via Payroll system.
• Work with Home Directors to ensure in-home files are established and contain services documentation made available during state inspections.
• May give telephonic guidance; however, personal attendance to a crisis may be required at any time.
• Participates with other management in unannounced inspections of all homes at various times and shifts to check for staff adherence to guidelines set by Nia Association and DIDD/ECF.
• Conduct two unannounced residential visits and one unannounced community visit to check for adherence to guidelines set by DIDD/ECF for all Family Model Residential homes.
• Ensures all documentation is complete and electronically filed (or hard copies filed) in the appropriate place.
• Assist with transitions and admissions in all DIDD/ECF programs.
• Ensure PC/HD/TL meetings are held every month. Maintain notes for these meetings so that you can follow up on areas of concern.
• Encourage high productivity, commitment and cooperation by sharing information through candid, clear and timely communication.
• Promote high satisfaction among individuals supported by participating in the development and implementation of proactive actions plans and communication follow up in order to address any concerns or suggestions.

• Prefer a four (4) year degree or any combination of education and experience in serving individuals with disabilities, or four (4) years full-time equivalent experience in a supervisory position, preferably in the field of mental health or related field.
• Must have at least two (2) years’ experience in serving individuals with disabilities.
• Experience in supervising staff, monitoring budgets, and following licensing and regulatory guidelines.
• Needs a clear understanding of administrative procedures and personnel management.
• Needs an understanding of Medicaid guidelines as they relate to programming.
• Needs an understanding of guidelines for individuals served receiving Supported Living, Assisted Living, or In-Home Waiver Services.
• Working knowledge of Windows 7, Office 2010 applications and aptitude to learn other software programs as required for this position.

Physical Requirements

• Constantly moves about to coordinate work.
• Regularly works in fast pace environment with multiple task deadlines.
• Occasionally moves and positions objects weighing up to 50 pounds.
• Occasionally exposed to viruses and infectious conditions.
• Constantly alert and observant during working hours.

Special Requirements

• Responsible for maintaining a cell phone 24/7 to ensure accessibility. Required to respond to all calls within 15 minutes from Staff/Home Directors/Program Coordinators/Management regarding aggression, physical violence, property damage due to behaviors and incidents requiring law enforcement or emergency medical intervention.
• Responsible to confirm receipt(s) of all emails received by 11:59pm of each day.
• Must have understanding, patience and tact in dealing with individuals served and their families.
• Must be creative in problem solving and planning.
• Must have the ability to maintain good working relationships with staff, professionals, and with persons from other agencies.

• Must have a good driving record which meets the minimum requirements for Nia.
• Must have reliable transportation.
• Must pass drug screen and criminal background check.
• Must be able to work some evenings when required.
• Extensive travel in company or personal vehicle (Monthly fuel allowance must be requested).

Working Environment

• May be required to work in a variety of settings and environments both indoors and outdoors.
• Reasonable accommodations may be made to enable individuals having disabilities or a medical condition to perform the essential functions.