NHTD/TBI Staffing Coordinator

Always Compassionate Home Care•White Plains, NY

6d•Onsite

About The Position

The Staffing Coordinator – NHTD/TBI Services coordinates and maintains appropriate staffing for participants enrolled in New York State’s Nursing Home Transition and Diversion (NHTD) and Traumatic Brain Injury (TBI) Medicaid Waiver Programs. The role works with Account Managers, Service Coordinators, Human Resources, Clinical Operations, and Recruitment to assign qualified staff promptly while meeting New York State Department of Health regulations and agency standards. It serves as the central point of communication for staffing requests, participant assignments, schedule coordination, and workforce planning to support continuity of care and participant outcomes. The position is based on-site at the Melville office and supports staffing needs in Westchester County and/or Orange County. The Staffing Coordinator also assists with onboarding and compliance monitoring, responds to staffing changes and emergencies, tracks staffing activity, and prepares workforce reports.

Requirements

Minimum of 2–3 years of staffing, scheduling, healthcare operations, home care, or care coordination experience.
Experience coordinating staffing or healthcare services in Westchester County and/or Orange County.
Strong organizational and time-management skills, including the ability to manage multiple priorities and staffing requests across designated regions.
Excellent written, verbal, and interpersonal communication skills.
Strong analytical, problem-solving, critical-thinking, and decision-making abilities.
Proficiency with Microsoft Office Suite and scheduling or electronic medical record software.
Ability to maintain confidentiality and handle sensitive participant and employee information.
Ability to work effectively in a fast-paced healthcare environment.
Demonstrated customer service skills with participants, families, and staff.
Ability to build collaborative working relationships across departments.
Strong attention to detail and documentation accuracy.
Ability to work on-site at the Melville office while supporting staffing operations in Westchester County and/or Orange County.
Reliable transportation if travel between office locations or service regions is required.

Nice To Haves

Bachelor’s degree in Healthcare Administration, Human Resources, Business Administration, or a related field preferred.
Experience working within the NHTD and/or TBI Waiver Programs or Home and Community-Based Services (HCBS) preferred.
Working knowledge of New York State Department of Health regulations and Medicaid Waiver programs preferred.

Responsibilities

Coordinate staffing for NHTD and TBI participant referrals and active cases.
Match qualified staff to participants based on skills, location, availability, language preferences, and participant needs.
Communicate staffing status to Account Managers, Service Coordinators, Clinical Operations, and referral sources.
Monitor open cases and identify staffing gaps to minimize service delays.
Coordinate participant start-of-service dates with interdisciplinary team members.
Maintain accurate staffing records in agency scheduling and electronic record systems.
Assist with onboarding by ensuring required credentials, training, and compliance documentation are completed before assignment.
Verify employee eligibility to provide waiver services under program and agency requirements.
Work with Human Resources to monitor employee compliance, license expirations, background clearances, and required training.
Respond to staffing emergencies, schedule changes, employee call-outs, and participant service interruptions; coordinate replacement staffing to maintain services.
Monitor staffing utilization and productivity and support efficient workforce allocation.
Prepare staffing reports, vacancy reports, and workforce metrics for leadership.
Maintain compliance with New York State Department of Health regulations, Medicaid Waiver requirements, and agency policies.
Participate in quality improvement initiatives to improve staffing efficiency and participant satisfaction.
Perform other duties as assigned.