Medical Services Coordinator

JCFS Chicago•Chicago, IL

About The Position

The Medical Services Coordinator (MSC) coordinates medical, therapeutic, psychiatric, and other health-related services for individuals with Intellectual/Developmental Disabilities (I/DD), supporting person-centered outcomes, health, safety, independence, and continuity of care. Under the direction and clinical supervision of the RN Trainer, the MSC coordinates appointments, medical orders, documentation, follow-up, and related supports in accordance with agency policies, DHS Rules 115 and 116, established medical protocols, and RN direction. The MSC does not independently diagnose, prescribe, change medications, or make clinical or treatment decisions outside the scope of the position. The role coordinates appointments and follow-up, supports psychiatric and behavioral health coordination, maintains medical documentation and supplies, assists with staff training, and collaborates with individuals, families, providers, and agency teams. The MSC supports individuals’ dignity, rights, autonomy, choice, and participation in healthcare, using individualized communication and reasonable accommodations. The position also provides direct support as needed, facilitates transportation—including use of agency vehicles—responds to emergent medical needs within established procedures, and participates in the department’s on-call rotation.

Requirements

Must be at least 21 years of age.
High school diploma or GED equivalent required.
Satisfactory results on the Short Test of Functional Health Literacy in Adults (STOFHLA).
Completion of the DSP curriculum as specified by DHS.
Completion of CPR and First Aid.
Ability to lift up to 50 lbs.
A minimum of two years of successful performance working with adults with a variety of Intellectual/Developmental disabilities.
Valid Illinois driver’s license, safe driving record, and daily access to a reliable, insured vehicle for travel between residences and JCFS sites.
Excellent verbal and written communication skills; organization, attention to detail, time management, and follow-through.
Ability to manage multiple priorities and deadlines, communicate effectively with individuals with I/DD, collaborate with a team, and respond appropriately to urgent situations.
Professional judgment and discretion, adaptability, a solution-focused approach, and commitment to confidentiality, compliance, dignity, and respect.
Ability to listen effectively, accept and apply constructive feedback, and learn from past situations.

Nice To Haves

CNA certification preferred.
Familiarity with Judaism and the Jewish Orthodox community preferred.

Responsibilities

Schedule and coordinate medical, psychiatric, dental, laboratory, PT, OT, SLP, and other health-related appointments.
Monitor appointment frequencies, follow-up requirements, referrals, labs, and other medical due dates.
Coordinate transportation, appointment preparation, required documentation, and communication with individuals, guardians/POAs, providers, and the support team.
Provide relevant medical, behavioral, and functional information to providers as directed by the RN Trainer and support team.
Facilitate appointments and advocate for individuals’ needs, preferences, and person-centered outcomes.
Obtain required provider documentation, prescriptions, orders, signatures, and After-Visit Summaries.
Schedule and track follow-up appointments, referrals, labs, and other recommendations.
Report urgent or time-sensitive medical information and changes to the RN Trainer immediately.
Coordinate psychiatric appointments with the RN Trainer and support team; gather relevant information about changes in functioning and collaborate with the BMC Chair and DSP team to obtain behavioral data and graphs as needed.
Communicate psychiatric recommendations and medication-related changes to the RN Trainer for review and implementation, and ensure required consent and follow-up documentation is completed.
Maintain accurate and timely medical and appointment documentation in accordance with agency policy and DHS requirements.
Audit MARs and medication binders monthly and identify discrepancies for RN follow-up.
Maintain medical closets, First Aid, PRN, and medical documentation supplies; complete quarterly expiration-date reviews of non-cycle medications and coordinate medication cycle exchanges.
Transcribe medication orders only as directed by the RN Trainer and in accordance with agency procedures.
Deliver Class II controlled-substance prescriptions to the designated agency location and notify the RN Trainer; participate in scheduled controlled-substance destruction in the RN Trainer’s presence.
Support preparation for audits, inspections, and regulatory reviews.
Under the RN Trainer’s direction, train and support staff regarding medical documentation and appointment procedures, specimen collection, medical supply organization, and other assigned health-related procedures.
Support DSPs in preparing individuals for medical appointments, including individualized desensitization strategies when appropriate.
Assist with staff training related to new medical orders, care plans, or procedures, and communicate recurring documentation or training concerns to the RN Trainer.
Maintain professional communication with individuals served, guardians/POAs, families, medical providers, nurses, QIDPs, Supervisors, DSPs, and other support team members.
Attend weekly meetings with the RN Trainer and participate in Medical, Operations, Case Management, and other meetings as assigned.
Communicate outstanding medical needs, barriers, and follow-up items to appropriate team members.
Facilitate support during emergent medical needs within the position’s scope and established procedures, and respond effectively to crisis situations.
Facilitate transportation to and from appointments, including use of agency vehicles; provide Direct Support as needed; and participate in the department’s on-call rotation.
Promote individuals’ dignity, rights, autonomy, choice, and participation in healthcare; respect informed choice and refusal while following applicable health, safety, medical, and regulatory requirements.
Support individuals in understanding and following medical recommendations to the extent of their ability and consistent with RN direction.
Make decisions within agency policies, DHS requirements, established medical protocols, and RN Trainer direction; seek RN Trainer or leadership direction when clinical judgment, deviation from procedures, or action outside the role’s scope is required.
Complete other duties as assigned.