Program Coordinator

Heartshare Human Services Of New York•Staten Island, NY

43d

About The Position

The Day Services 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, Precision Care 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 each individual'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.

Requirements

Bachelor's Degree in Human Services, Psychology, Social Work, Special Education, Rehabilitation, Healthcare Administration or related field preferred.
Minimum two years experience working with individuals with intellectual and developmental disabilities.
Experience with OPWDD regulations, Person-Centered Planning, Medicaid documentation, Precision Care or similar EHR, Quality Assurance, and Interdisciplinary team coordination.
Experience coordinating Life Plans preferred.
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.
Ability to collaborate across multiple disciplines.
Proficiency with Microsoft Office and electronic health records.
Ability to maintain confidentiality.

Nice To Haves

Experience coordinating Life Plans

Responsibilities

Coordinate all Life Plan activities ensuring services remain person-centered and compliant.
Ensure Annual Life Plans, Semi-Annual Reviews, Staff Action Plans, Valued Outcomes, Safeguards, and Community Inclusion Plans remain current and accurately reflect individual needs.
Review Staff Action Plans for measurable outcomes, implementation strategies, documentation quality, alignment with Life Plans, CQL outcomes, and regulatory requirements, ensuring revisions are completed timely.
Serve as the program expert for documentation quality, reviewing documentation for Monthly Summaries, Staff Action Plans, Community Inclusion Documentation, Progress Notes, Goal Tracking, Behavioral Documentation, and Attendance Documentation.
Monitor Precision Care to ensure required documentation is complete, signatures obtained, timelines met, records uploaded, and documentation supports billing requirements. Identify deficiencies and coordinate timely corrections. Maintain documentation trackers. Support audit readiness at all times.
Conduct routine documentation audits. Monitor compliance with OPWDD regulations, Medicaid standards, and QA expectations. Track corrective actions. Monitor trends and recommend process improvements. Assist leadership during internal and external audits. Participate in mock surveys and readiness reviews. Support implementation of corrective action plans.
Coordinate documentation for new admissions, transfers, and discharges. Prepare initial Staff Action Plans. Coordinate with Intake, Nursing, Clinical, Care Managers, and Families to ensure timely onboarding documentation.
Participate in Clinical Meetings, Medical Meetings, Life Plan Meetings, and Team Meetings. Coordinate follow-up on recommendations, ensure recommendations are implemented and documented, and communicate changes promptly with interdisciplinary partners.
Promote person-centered practices, ensuring services reflect preferences, strengths, interests, community goals, and meaningful outcomes. Support Individuals in achieving valued outcomes.
Monitor electronic records for accuracy, ensuring Life Plans, LCED/LOC, Medical documentation, consents, assessments, and required forms are current. Maintain documentation integrity.
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.
Analyze trends and recommend improvements to workflows, documentation, communication, and 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. Perform additional duties as assigned.
Perform 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.

Benefits

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.
Wellhub Discount
Verizon Wireless Discount.
BJs Membership discount.
Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more