Program Coordinator

Job Description

POSITION SUMMARY:
This position is responsible for ensuring the development and implementation of the individual treatment/support plans, from admission through discharge and follow-up. This role coordinates care, support, and other appointments/services, and is responsible for regular contact with families and case managers/service coordinators, as well as ongoing progress reports, service documentation, data collection an analysis, and healthcare/medication documentation. The person serving in this position acts as an advocate for supported individuals and is responsible for routine communication with families, healthcare professionals, and other supports in the individual’s life. This person provides direction, oversight, training, and feedback to staff in providing support for individuals according to the defined treatment/support plans. This person works in collaboration with the Program Supervisor in overseeing a caseload of homes and supported individuals.

ESSENTIAL DUTIES AND FUNCTIONS: Include the following & other duties may be assigned.

Quality Services / Oversight of Services Delivery

• Maintains positive rapport and respectful relationships with individuals being supported, recognizing each individual’s rights as a citizen and promoting their dignity, well-being, personal choice, and self-esteem. Supports individuals in difficult situations (e.g. refusal of activities, medications, activities, etc.).
• Spends time regularly with individuals to learn who they are, provide support and guidance, review goals and progress and to elicit and include their input on goals into treatment/support plans.
• Reviews and/or completes functional assessments per state regulatory requirements as well as internal policies and procedures and utilizes assessments to drive treatment planning and development of support plans.
• Attends treatment team planning meetings. Interfaces with treatment team to establish support and treatment goals and coordinates treatment/support necessary to support each individual’s plan.
• Utilizing a person centered approach, develops all treatment and support plans to meet each individual’s strengths, needs, goals, and preferences and in alignment with state regulations and internal policies and procedures.
• Ensures all plan due dates are noted and tracked and that plans are developed or modified in a timely manner and in accordance with State regulations.
• Monitors and tracks progress on goals and objectives outlined in treatment and support plans. Collects and presents data in graph form, monitors for trends and effectiveness of plans and approaches, and modifies plans according to data analysis. Completes required reporting and documentation on the frequency specified by state regulations and internal policies and procedures. Provides problem solving, conflict resolution and revision of goals and treatment plans as needed to ensure progress and the changing needs and preferences of individuals being supported.
• Maintains thorough, accurate, and timely completion of required documentation to meet state regulations and internal policies and procedures. This includes maintaining the Assisted Life Program as well as individual notebooks and charts. Monitors charting and documentation in the Assisted Life Program to ensure completion by staff and assists with and/or arranges additional training for staff as needed.
• Ensure daily routine and activity calendars are created according to individuals’ strengths, needs and preferences including cultural, social, recreational, and educational activities at home and in the community, and ensures the calendars are being utilized effectively.
• Assess adaptive equipment needs of individuals supported and ensure assistive and/or communication devices are obtained and utilized as relevant to each individual. Ensure staff are trained on the proper use of all devices.
• Provides training for all staff in each home to ensure they are knowledgeable on the specific strengths, needs, preferences, and goals of individuals supported. Includes training on how to effectively carry out all treatment and support plans as well as how to complete all required data and other documentation. Ensures all training is documented.
• Participates in the delivery of classroom and on the job training/shadowing for new hires.
• Spends time routinely in each home ensuring that treatment/support plans are being followed and individuals’ needs are being met. Provides direction, feedback, and modeling to staff during in-home observations to ensure the effective support and active engagement of individuals in services.
• Follows up and collaborates with Program Supervisor and Program Manager to address any staff performance concerns or environmental needs noted during observations.
• Consults with the designated behavior support coordinator or specialist to ensure each individual’s behavior support needs are met. Provides feedback on the effectiveness of behavior support plans, interventions, and strategies.
• Serves as an advocate for individuals by communicating individuals’ needs and issues to team members and other designated individuals, including plan for resolution and follow through as indicated.
• Maintains regular contact with family members, guardians, case managers, services coordinators, and other support persons and provides orientation, education and updates as needed. Communicate and collaborate with family members, other service professionals and agencies in accordance with the treatment plan to provide continuity of approach, to increase the probability of attainment of goals/objectives, and supports that meet the individual’s needs.
• As a last resort, works shifts if needed to ensure adequate coverage for individual’s being supported and to ensure contracted hours are met. May provide direct support to individuals at home, in the community, or while on appointments as needed.
• Provides assistance in the home during crisis situations and provides direction and support to effectively manage the crisis.
• Prioritizes tasks to balance individual treatment, staff communication, assigned program responsibilities and written documentation.
• Actively participates in referral assessment and evaluation as well as admission, transition, and discharge planning. Ensures adequate review of assessments and other admission documentations and that Company services and supports are adequate to effectively support each individual’s needs, goals, and preferences prior to giving consent for admission.
• May carry the emergency cell phone on a rotating basis along with other Program Supervisors and Program Coordinators within the program.
• Ensure exceptional customer service by responding to customer issues and concerns, irregular situations, and other service needs on behalf of supported individuals, staff, families, and community members.
• Promote growth and achieve habilitation goals for individuals with primary program emphasis on self-help skills, communication skills, perceptual motor skills, social/recreational skills, domestic skills, community living skills, behavior management.
• Review incident reports (IRs), completes investigation and follow-up as needed with staff and person supported. Conduct de-briefing with staff and person supported for all critical incidents. Utilize information in IRs and staff interviews to modify plans and provide training, modeling or other support as needed. Ensure notification of the state and other parties occurs as required per internal policy and state regulations.

Healthcare and Medications

• Maintain awareness, monitor, and coordinate response to ensure each individual’s on-going health care needs are met as relevant to each individual which may include medical, dental, mental health, vision and other needs (dietary, OT, speech, etc.). Train staff to ensure they are knowledgeable on each individual’s health care needs and updated as individual healthcare needs change over time.
• Work with Program Supervisor to facilitate scheduling of needed healthcare appointments including any follow-up appointments. Reschedule any missed or refused appointments. Ensure medical appointment tracking documentation is completed accurately and timely. Ensure annual medical and dental appointments are completed.
• Attend healthcare appointments when needed to advocate on behalf of supported individuals.
• Maintain good working relationships with healthcare providers and regular communication as needed to ensure individuals’ health needs are met.
• Ensure timeliness, completeness, and accuracy of all healthcare documentation and records.
• Ensure Medication Administrations Records (MAR) are maintained and accurately capture all current medication orders for each individual. Ensure the MARs match prescription labels.
• Monitor to ensure that staff are completing MARs completely, timely, and accurately.
• Ensure medications are ordered and delivered or picked up timely such that an adequate supply of prescribed regular and PRN medications are available and that individuals receive all prescribed medications within required timeframes (i.e. medications do not run out).
• Ensure disposal of outdated or discontinued medications according to medication disposition protocols.
• Provide initial and on-going training to staff on assisting with medications and ensure they are following all medication assistance policies and procedures as well as completing all required medication and healthcare documentation.
• Monitor all medical records on an on-going basis and ensure timely follow-up on any healthcare or medication related concerns or issues for supported individuals.
• Communicate timely with guardians, case managers, or others as required regarding any healthcare concerns for individuals.
• Develop and maintain Psychoactive Medication Plans if required for supported individuals.
• Ensure any required medication counts are completed accurately and timely. Follow-up and investigate any discrepancies in medication counts.
• Assist supported individuals with understanding their medications, reason for taking them, and associated side effects.
• Ensure assistive devices are maintained, functioning properly, and being used properly (e.g. CPAP, hearing aids, eye glasses, etc.). Provide training to staff and individuals on use of assistive devices. Ensure timely communication and coordination with relevant healthcare professionals to address any broken or improperly functioning devices or to address any questions or concerns with use of the devices.
• Ensure special diets are maintained/followed. Provide staff training on individual special dietary needs and maintain documentation of training.
• Follow-up and investigate Client Injury Reports.

Staff Meetings, Quality Assurance, Customer Service, and Outside Agency Relationships

• Ensure timely follow-up on any issues or concerns identified by the internal Quality Assurance team or by external surveys/audits.
• Works with the Program Supervisor to conduct de-briefings with person supported and staff for major behavioral events, develop and distribute de-briefing summary to Program Manager and Program Supervisor, modify services based on de-briefing findings.
• Attend and participate in all staff meetings, supervisory team meetings, or other meetings as assigned by the Program Manager.
• Interact positively and maintain positive relationships with individuals served, family members, guardians, advocates, case managers, state customers, other agencies, healthcare providers, employers, outside consultants, landlord, neighbors, emergency responders, and the public to reflect quality programming and a high level of professionalism.
• Follow all regulatory, state customer, or other required notifications regarding individuals or the program.

Positive Working Environment

• Respect and honor diversity (race, religion, marital status, age, sexual orientation, color, creed, national origin, and abilities.)
• Treat all co-workers with respect and in a manner that will promote teamwork, productivity and positive working environment.
• Work collaboratively with others to accomplish goals and/or assigned tasks.
• Meet expected outcomes or let supervisor know of any needed direction, support or resources to ensure attainment of expected outcomes.
• Participate fully, positively and productively in team meetings to assist in achieving the desired outcomes of the meeting.
• Inform team members of important information that will assist in providing quality supports to clients.
• Must be willing and able to adapt to changes as needed to effectively meet program needs and the needs of individuals being supported.
• Maintains regular and consistent attendance and punctuality.
• Follow dress code guidelines to provide an appropriate role model and to represent quality services and professionalism.
• Acts in line with workplace etiquette as outlined in the employee handbook, including not using personal electronic devices (e.g. cell phones) that detract from delivery of service to individuals being supported.
• Act according to the guidelines of the company/operations policies & procedures and the employee handbook. Maintain working knowledge of these documents by reviewing them at least once a year.
• Stay calm in challenging situations, maintains positive attitude, and serves as a role model for individuals served and employees.
• Present services in a manner that result in the organization being considered the provider of choice.

Growth & Development

• Complete initial training/orientation and on-going in-service training.
• Maintains any required certifications if indicated and participates in training to further skills in person centered planning, positive behavior support, assessments, and treatment/support plans.
• Sets and achieves performance and development goals through the Annual Performance Review Plan and 6 month review process.
• Complete and remain current in First Aid, CPR, Therapeutic Options, Infection Control and Bloodborne Pathogens, and all other required training.

Safety and Health

• Maintains a safe working environment, follows safe work practices, and contributes to overall team safety.
• Ensure each individual’s living environment is safe, well maintained, clean, and personalized. Notify supervisor or appropriate staff of any needed repairs, safety hazards or other concerns. Coordinate with Program Supervisor to ensure follow-up on concerns.
• Ensure individuals are free from abuse, mistreatment, neglect, and/or exploitation and complete all required mandated reports along with required documentation. Support and train staff to follow all mandatory reporting requirements.

SUPERVISORY RESPONSIBILITIES:
Responsible for the overall direction, coordination, and evaluation of the treatment/support programs. Holds staff accountable and co-leads staff in collaboration with Program Supervisor. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.

PHYSICAL, SENSORY & ENVIRONMENTAL:
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Frequently required to stand, walk, reach with arms and hands, climb/balance, stoop, kneel or crouch.
• Often required to sit for long periods of time, use hands and fingers to handle.
• Frequently required to talk and hear. Quiet to moderate noise level in work environment.
• Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
• Must be able to lift and/or transfer a minimum of 50 pounds.

EDUCATION and/or EXPERIENCE:

• Bachelor’s degree (BA/BS) in a human services field including, but not limited to, Rehabilitation, Sociology, Psychology, Special Education, Social Work, or a related field, and
• Minimum of one years’ experience working with individuals with intellectual or other developmental disabilities is required.
• Experience writing support plans for individuals with developmental disabilities and/or mental health issues is required.
• With approval by the State Director, experience with working with individuals with developmental disabilities and completing assessments and plans for individuals with developmental disabilities or mental health issues may be substituted for the above degree requirement. In this case, assessments and plans completed by a non-degreed Program Coordinator will have oversight by a degreed Program Coordinator.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The ability to communicate effectively with people from various backgrounds, and strong interpersonal skills are needed. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must have the ability to satisfy a background check and comply with the company’s drug free workplace policy.
• Must possess a good driving record and show proof of current driver’s license and insurance.
• Must secure and maintain First Aid and CPR certification within 30 days.
• Must be at least 21 years old.
• Demonstrated competency with skills and abilities to work successfully with the challenging behaviors of supported individuals.
• Demonstrated capacity to be an appropriate role model, including exhibiting mature behavior and making appropriate decisions.
• Must demonstrate a working knowledge of Positive Behavior Support and values that align with the organization,
• Have a working knowledge of federal and state regulations governing the facilities and programs for individuals with developmental disabilities.
• Be able to speak, read, and write the English language at a level of proficiency to satisfactorily carry out all of the essential job duties and functions included in this job description.
• Demonstrated ability to write clearly and concisely in order to provide written guidance to staff. This may mean re-interpreting complicated concepts in a way that is understandable and useable.
• Ability to speak to groups of staff, to articulate clearly, and to demonstrate positive enthusiasm toward staff and individuals supported.
• Be able to explain and promote the roles of dignity, respect, and empathy in human interaction and support.
• Must be able to work a flexible schedule which may include evenings, weekends, and holidays as needed to meet the needs of supported individuals. Must work one weekend day or work on a weekend rotation to ensure adequate oversight and support on weekends in conjunction with the Program Supervisor as agreed upon with the Program Manager in order to effectively meet the program needs.

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled