Program Coordinator

Heartshar; New York (NY); On-site; USD 75,000 - 78,000; Full time

Benefits offered by this job

Vacation & holidays

401(k) retirement plan

Health, dental, vision insurance

Employee Assistance Program (EAP)

Flexible spending account

Job summary

HeartShare is seeking a Documentation & Compliance Specialist for Staten Island to lead Life Plan documentation, maintain accuracy, and ensure regulatory readiness. You will coordinate interdisciplinary teams, monitor quarterly and annual plans, and uphold privacy and quality standards within the organization.

The role emphasizes meticulous record-keeping, QA activities, and collaboration across clinical and care teams to support consistent, compliant service delivery in a busy environment.

Qualifications

• Bachelor's Degree required in Human Services, Psychology, Social Work, or related field.
• Minimum two years experience working with individuals with intellectual and developmental disabilities.
• Experience with OPWDD regulations, Person-Centered Planning, Medicaid documentation, and QA.
• Experience coordinating Life Plans.
• Understanding of CQL Personal Outcome Measures.
• Excellent organizational and project management skills.
• Strong written communication and documentation skills.
• Ability to prioritize multiple deadlines.
• 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.

Responsibilities

• Coordinate Life Plan activities ensuring person-centered services.
• Review Staff Action Plans for measurable outcomes and alignment.
• Serve as program expert for documentation quality and ensure timely signatures.
• Conduct routine documentation audits ensuring regulatory compliance.
• Coordinate admissions, transfers, and discharges.
• Foster interdisciplinary coordination across teams.
• Advocate for individuals' preferences and goals.
• Support audit readiness and QA initiatives.
• Participate in mock surveys and readiness reviews.
• Assist leadership during audits.

Skills

Organizational skills

Project management

Written communication

Documentation

Time management

Critical thinking

Collaboration

Microsoft Office

Problem-solving

Confidentiality

Education

Bachelor's Degree

Tools

OPWDD compliant EHR

Microsoft Office

Job description

Job DetailsJob Location: SI PACT Day Hab,1424 Richmond Ave,Staten Island,NY,10314 - Staten Island, NY 10314Position Type: Full-TimeEducation Level: Bachelors Degree or EquivalentSalary Range: $36.42 - $36.42 HourlyTravel Percentage: Up to 25%Job Shift: Day

Essential Functions and Primary Responsibilities of Position:

Person-Centered Planning

• Coordinate all Life Plan activities ensuring services remain person-centered and compliant.
• Annual Life Plans
• Semi-Annual Reviews
• Staff Action Plans
• Valued Outcomes
• Safeguards
• 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
• regulatory requirements
• Ensure revisions are completed timely.

Documentation & Compliance

• Serve as the program expert for documentation quality. Review documentation for:
• Monthly Summaries
• Staff Action Plans
• Community Inclusion Documentation
• Progress Notes
• Goal Tracking
• Behavioral Documentation
• Attendance Documentation Monitor Precision Care to ensure:
• required documentation is complete
• signatures obtained
• timelines met
• records uploaded
• documentation supports billing requirements
• Identify deficiencies and coordinate timely corrections.
• Maintain documentation trackers.
• Support audit readiness at all times.

Quality Assurance

• Conduct routine documentation audits. Monitor compliance with:
• OPWDD regulations
• Medicaid standards
• QA expectations
• Track corrective actions.
• Monitor trends
• Recommend process improvements.
• Assist leadership during internal and external audits.
• Participate in mock surveys and readiness reviews.
• Support implementation of corrective action plans.

Admissions & Transitions

• Coordinate documentation for:
• new admissions
• transfers
• discharges
• Prepare initial Staff Action Plans.
• Coordinate with:
• Intake Nursing Clinical Care Managers Families
• Ensure timely onboarding documentation.

Interdisciplinary Coordination

• Clinical Meetings
• Medical Meetings
• Life Plan Meetings
• Team Meetings
• Coordinate follow-up on recommendations.
• Ensure recommendations are implemented and documented.
• Communicate changes promptly with interdisciplinary partners.

Individual Advocacy

• preferences
• strengths
• interests
• community goals
• meaningful outcomes

Precision Care Management

• Life Plans
• LCED/LOC
• Medical documentation
• consents
• assessments
• required forms are current.
• Maintain documentation integrity.

Regulatory Compliance

• OPWDD regulations
• Medicaid requirements
• HIPAA
• Justice Center requirements
• Incident reporting requirements
• Agency policies
• Immediately report compliance concerns.

Program Support

• program improvement initiatives
• quality projects
• survey preparation
• performance improvement activities
• operational projects
• Support implementation of new initiatives.

Continuous Improvement

• Analyze trends.
• Recommend improvements to: workflows documentation communication person-centered practices quality outcomes.
• Assist with implementation of new systems and best practices.

Professional Responsibilities

• Maintain certification and required trainings. Participate in: Professional Development Agency Training OPWDD Updates Quality Improvement Initiatives Perform additional duties as assigned.

Core Competencies

• Person-Centered Thinking
• Regulatory Knowledge
• Quality Focus
• Accountability
• Collaboration
• Communication
• Organizational Excellence
• Critical Thinking
• Initiative
• Professional Judgment
• Customer Service
• Continuous Improvement
• Cultural Humility
• Ethical Practice

Qualifications

• Bachelor's Degree required 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

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

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to [e-mail].

About Heartshare

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

To learn more about HeartShare, please visit our website at www.heartshare.org or Follow us on Twitter LinkedIn YouTube Instagram Facebook

HeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.