Client Coordinator - DHWW

Program Overview

Program Without Walls (PWOW) is AABR’s community-based day habilitation program, delivering OPWDD-funded habilitation services in the community rather than from a fixed day program site. Rather than a single facility, PWOW operates from a network of community hubs out of which individuals work toward the valued outcomes in their Life Plans - building independence, community inclusion, health and safety, and self-advocacy skills in real community settings. Services are delivered by instructors in the places where people live, learn, volunteer, work, and socialize, removing the barriers a traditional site-based model can create.

Position Summary

The Client Coordinator is the primary point of contact for individuals enrolled in Program Without Walls, responsible for guiding each person from initial intake through ongoing habilitation service delivery. Working across PWOW’s community hubs and the settings where individuals spend their day, the Client Coordinator translates Life Plan valued outcomes into staff action plans, coordinates services and referrals with Care Managers and residential providers, manages scheduling and logistics across hub sites, oversees monthly billing, and maintains accurate, timely documentation that meets OPWDD standards. This role requires strong organizational skills, comfort with independent field-based work, and a person-centered approach to service coordination.

Key Responsibilities

Intake & Assessment

• Conduct initial intake, including verification of OPWDD eligibility, Front Door and Life Plan documentation, and day habilitation service authorization prior to enrollment.
• Complete comprehensive needs assessments to identify each client's goals, services required, and barriers to care. Goals and valued outcomes must align with the individual’s Life Plan and be translated into a staff action plan developed with the Care Manager and the individual’s circle of support.
• Explain program services, expectations, and client rights and responsibilities during onboarding.

Habilitation Service Delivery & Follow-Up

• Serve as the ongoing point of contact for an assigned caseload, maintaining regular contact with the individual, their family or advocate, the residential provider, and care coordinator.
• Monitor progress toward Life Plan valued outcomes, revising staff action plans as needs change and documenting progress at least monthly.
• Responsible for monthly billing submission in accordance with OPWDD day habilitation unit-billing requirements. This includes, but is not limited to, review of daily service delivery sheets against staff action plans, monthly notes, and progress reports, and providing instructors with up-to-date program information.

Scheduling & Logistics

• Plan and coordinate a schedule of site visits to all PWOW hubs, monitoring staffing ratios, group composition, and community activity schedules.
• Attend all Life Plan annual and semi-annual meetings.
• Coordinate transportation, community activity logistics, and site access across hub locations.

Documentation & Reporting

• Maintain accurate, up-to-date case files and client records. Update billing in the electronic record keeping system
• Track daily attendance and service units delivered against authorized levels
• Prepare regular reports summarizing caseload activity, service outcomes, and program needs.
• Support program evaluation efforts by tracking and reporting relevant data.

Qualifications

• Experience with OPWDD and OMIG billing regulations, including day habilitation unit billing, service documentation standards, and audit readiness.
• Experience supporting people with intellectual and developmental disabilities in community-based or without-walls day habilitation settings.
• Strong organizational and time-management skills, with the ability to independently manage a field-based schedule.
• Excellent interpersonal and communication skills, with the ability to build trust and rapport with clients from diverse backgrounds.
• Comfort working independently in various community settings.
• Proficiency with case management software, databases, or other documentation systems.
• Valid driver's license and reliable transportation, with the ability to travel throughout the service area.
• Bachelor's degree in social work, human services, or a related field preferred; equivalent combination of education and experience will be considered.

Work Environment & Physical Requirements

This is a field-based position requiring regular travel among PWOW community hubs and community activity sites throughout the service area. The Client Coordinator must be able to work flexibly across varied environments, occasionally outside standard business hours to accommodate client needs, and must be able to transport materials and equipment needed for hub and community-based activities.