The Program Coordinator is responsible for coordinating person-centered planning, regulatory documentation, admissions support, interdisciplinary communication, and quality assurance activities that ensure the delivery of high-quality Day Services.
This position serves as the primary coordinator for Life Plan implementation, Staff Action Plans, documentation compliance, Medicaid billing readiness, PrecisionCare record integrity, and person-centered service coordination. The coordinator partners closely with program leadership, nursing, clinical staff, Care Managers, families, and interdisciplinary teams to ensure services meet OPWDD regulations, agency standards, and everyone's personal goals.
This role is highly collaborative and does not supervise staff, but provides technical guidance, coaching, and support to ensure consistent implementation of person-centered services across the program
Essential Functions and Primary Responsibilities of Position:
Person-Centered Planning
Coordinate all Life Plan activities ensuring services remain person-centered and compliant.
Ensure the following remain current and accurately reflect individual needs:
• Annual Life Plans
• Semi-Annual Reviews
• Staff Action Plans
• Valued Outcomes
• Safeguards
• Community Inclusion Plans
Review Staff Action Plans for:
• Measurable outcomes, implementation strategies, documentation quality, alignment with Life Plans, CQL outcomes, and regulatory requirements; ensure revisions are completed in a timely manner.
Documentation & Compliance
Serve as the program expert for documentation quality.
Review documentation for:
• Monthly Summaries
• Staff Action Plans
• Community Inclusion Documentation
• Progress Notes
• Goal Tracking
• Behavioral Documentation
• Attendance Documentation
PrecisionCare Management
Monitor electronic records for accuracy.
• Ensure Life Plans, LCED/LOC, medical documentation, consents, assessments, and required forms are current; maintain documentation integrity.
Monitor PrecisionCare to ensure:
• Required documentation is complete, signatures are obtained, timelines are met, records are uploaded, and documentation supports billing requirements; identify deficiencies and coordinate timely corrections.
• Maintain documentation trackers.
• Support audit readiness at all times.
Quality Assurance
Conduct routine documentation audits.
Monitor compliance with:
• OPWDD regulations
• Medicaid standards
• Agency policies
• QA expectations
• Track corrective actions.
• Monitor trends.
• Recommend process improvements.
• Assist leadership during internal and external audits.
• Participate in mock surveys and readiness reviews.
• Support implementation of corrective action plans.
Admissions & Transitions
Coordinate documentation for new admissions, transfers, discharges and prepare initial Staff Action Plans.
Coordinate with:
• Intake
• Nursing
• Clinical
• Care Managers
• Families
Ensure timely onboarding documentation.
Interdisciplinary Coordination
Participate in:
• Clinical Meetings
• Medical Meetings
• Life Plan Meetings
• Team Meetings
• Coordinate follow-up on recommendations.
• Ensure recommendations are implemented and documented.
• Communicate changes promptly with interdisciplinary partners.
Individual Advocacy
Promote person-centered practices.
• Ensure services reflect preferences, strengths, interests, community goals, and meaningful outcomes; support individuals in achieving valued outcomes.
Regulatory Compliance and Program Support
• Support ongoing compliance with OPWDD regulations, Medicaid requirements, HIPAA, Justice Center requirements, incident reporting requirements, and agency policies; immediately report compliance concerns.
• Assist leadership with program improvement initiatives, quality projects, survey preparation, performance improvement activities, and operational projects; support implementation of new initiatives.
Continuous Improvement and Professional Responsibilities
Analyze trends
• Recommend improvements to workflows, documentation, communication, person-centered practices, and quality outcomes; assist with implementation of new systems and best practices.
Maintain certification and required trainings.
Participate in:
• Professional Development, Agency Training, OPWDD Updates, and Quality Improvement Initiatives.
• Performs other job-related duties as assigned, consistent with the scope, responsibilities, and level of the position, and in compliance with applicable laws, regulations, and organizational policies.
Qualifications
• Bachelor's Degree in Human Services, Psychology, Social Work, Special Education, Rehabilitation, Healthcare Administration or related field required
• Minimum two years working with individuals with intellectual and developmental disabilities.
Experience with:
• OPWDD regulations
• Person-Centered Planning
• Medicaid documentation
• PrecisionCare or similar EHR
• Quality Assurance
• Interdisciplinary team coordination
• Coordinating Life Plans preferred
Bilingual preferred.
Required Knowledge, Skills & Abilities
• Strong knowledge of OPWDD regulations and Medicaid documentation requirements
• Understanding of CQL Personal Outcome Measures and person-centered practices
• Excellent organizational and project management skills
• Strong written communication and documentation skills
• Ability to prioritize multiple deadlines
• Critical thinking and problem-solving skills
• Ability to analyze documentation for accuracy and compliance
• Strong interpersonal skills
• Ability to collaborate across multiple disciplines
• Proficiency with Microsoft Office and electronic health records
• Ability to maintain confidentiality
Technology and Multi-Factor Authentication Requirements
• As part of the Agency’s cybersecurity and information security requirements, employees may be required to use multi-factor authentication (MFA) when accessing certain Agency systems, applications, or services. In some instances, employees may need to use a personal mobile device to receive authentication codes, approve sign-in requests, or utilize an Agency-approved authentication application. Such use is expected to be limited to authentication purposes and may be required periodically as part of the employee’s job responsibilities and access to Agency technology resources.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Examples:
• Constantly required to exchange accurate information
• Constantly operates a computer and other office tools
• Frequently required to stand
• Occasionally moves about inside a building or residential setting
• Must be able to lift or move up to 25 pounds
The environment in the office setting offers no unusual situations, although some sites may have stairs and those must be navigated. The position requires the ability to work in a busy, occasionally noisy office, with many people and distractions daily.
• Schedule- 8:00am- 3:30pm
Benefits
What we offer once YOU join our growing family:
At Heartshare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:
• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee Appreciation Programs and Events.
• Tuition Assistance Program.
• Professional Development opportunities.
• Gympass Discount
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more
Heartshare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org.
About Heartshare
Who WE ARE:
For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and
underestimated.
To learn more about Heartshare, please visit our website at www.heartshare.org or follow us on Twitter LinkedIn YouTube Instagram Facebook
