Medical Coordinator

Eihab Human Services•Springfield Gardens, NY

About The Position

The Medical Coordinator / Shift Supervisor coordinates scheduled medical and health appointments, follow-up care, treatments, referrals, and health protocols for individuals in a residential program. In collaboration with the Nursing Department, staff, and management, the role ensures care is provided in accordance with state and federal regulations, agency policies, procedures, and mission. The position maintains medical and health documentation, conducts monitoring checks, schedules and reviews appointments, and serves as a liaison among the residential program, providers, care coordination teams, and attending or referring physicians. The role supports individuals with intellectual disabilities and mental health needs in pursuing their goals, valued outcomes, skill development, and residential supports. It helps maintain a safe, supportive, therapeutic home environment that fosters growth, rehabilitation, independence, and self-help skills. The Medical Coordinator / Shift Supervisor trains, plans, supervises, and coordinates staff services and interactions with individuals, and maintains program and medical oversight systems, including quality assurance systems, within a Developmental Disabilities residential program. The position supports the Residential Manager in program operations, regulatory compliance, and supervision of staff performance related to program routines and medical and health care.

Requirements

Associate degree in a human services-related field or equivalent credits, six years of work experience in OPWDD serving people with intellectual or developmental disabilities, and at least three years in a supervisory role; alternatively, a high school diploma or GED with ten years of relevant OPWDD experience and at least five years in a supervisory role.
Valid New York State driver’s license.
Ability to interact professionally and ethically with individuals and staff, understand and implement service plans, and complete required documentation clearly, legibly, and on time.
Knowledge of basic human physical and psychological needs, basic health and safety precautions, simple nursing care, first aid, behavior management, and personal and environmental hygiene.
Ability to write objective, professional progress and behavior reports; observe, record, and report individuals’ behavior, attitude, and physical condition.
Ability to act as a liaison among program planning teams and interact with individuals, community members, and treatment team members.
Ability to use computers and electronic equipment, read and comprehend technical training manuals, follow written and oral instructions, and learn basic operation and maintenance of adaptive equipment.
Ability to be supportive, patient, and a team player; promote individual self-advocacy during medical assessments; and prioritize conflicting deadlines.
Ability to work extended day-to-day hours.
Ability to obtain SCIP, First Aid/CPR, and Medication Administration Training certifications.

Nice To Haves

Bachelor’s degree in a human services-related field, five years of work experience in OPWDD serving people with intellectual or developmental disabilities, and at least two years in a supervisory role.
SCIP, AMAP, and CPR/First Aid certifications.
Familiarity with OPWDD regulations.

Responsibilities

Supervise and manage day-to-day residential program operations, routinely in the morning and across other shifts as directed.
Assign staff to tasks, supervision levels, and activities in accordance with operational procedures and regulatory staffing ratios.
Monitor individual programming documentation for completeness and accuracy, and review medical and program records for regulatory and agency compliance.
Review QIDP records and documentation regularly, and monitor general events and incidents; identify risks and develop corrective plans to protect individuals’ health and safety.
Communicate the organization’s mission, vision, and values and support goals for client and family satisfaction, safety, quality, and team member performance.
Serve as a primary contact for doctors’ offices and medical staff regarding programming questions and health information.
Conduct daily facility walk-throughs and inspect fire safety equipment, seasonal equipment, furniture, hazards, cleanliness, and needed materials; follow maintenance request procedures and arrange needed repairs.
Ensure program vehicles are maintained and monitor staff compliance with driving procedures and travel-log completion.
Conduct morning, meal, and medication observations; ensure safeguards and plans are followed and residential schedules and procedures support safety and organization.
Direct staff in services that develop individuals’ life skills, independence, social and community participation, appropriate behaviors, and health and safety skills.
Attend required meetings, staff development and training, service meetings, and agency-wide management meetings.
Collaborate with the interdisciplinary team and clinical teams, review team summaries and recommendations, and ensure continuity of care and follow-up.
Meet weekly with the Registered Nurse and schedule medical, dental, psychiatric, and other clinical appointments as needed.
Review clinical recommendations and follow-ups, medication stock and storage, and availability and inventory of first-aid and personal hygiene supplies.
Accompany individuals to community medical appointments, advocate for quality care and self-advocacy, communicate relevant information, clarify physician instructions, and ensure follow-up actions are implemented.
Ensure individuals are appropriately dressed and groomed, and that safeguards are in place before they leave the residence.
Ensure medications are administered as prescribed and Medication Administration Records are accurately maintained and compliant with OPWDD and agency requirements.
Ensure lunches and snacks are taken for the day and comply with individuals’ prescribed diets and meal plans.
Provide direct care and cover direct-care or leadership duties when staffing shortages, vacant positions, or leave time require it.
Ensure weekly body weights are taken and recorded, and all ordered medical appointments and follow-up care occur.
Maintain organized medical records, consultation visit summaries, consultation review records, and medication administration records, including proper filing and transcription of physician instructions.
Communicate with staff, management, physicians, support coordinators, and pharmacists to ensure physician orders, medications, treatments, tests, and follow-up appointments are carried out.
Ensure prescriptions are on file and available to staff, medication orders are obtained timely, and medication administration equipment is operational.
Monitor medication administration stations and ensure medication error procedures are followed.
Complete other projects and duties assigned by supervisors.