Program Coordinator

Heartshare; New York (NY); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Paid vacation

Sick days

Personal days

Holidays

Health insurance

Dental insurance

Vision insurance

EAP

Tuition assistance

Professional development

Job summary

HeartShare in New York seeks a Day Services Program Coordinator to align Life Plans with person-centered goals, ensure regulatory documentation, admissions support, and cross‑functional communication with nursing, clinicians, families, and Care Managers.

The role emphasizes documentation integrity, Medicaid readiness, OPWDD compliance, and ongoing quality assurance, coordinating audits and transitions while providing guidance to staff to sustain high-quality, person-centered service delivery.

Qualifications

• 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, QA 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 collaborate across multiple disciplines
• Proficiency with Microsoft Office and electronic health records
• Ability to maintain confidentiality

Responsibilities

• Coordinate Life Plan activities ensuring services remain person-centered and compliant.
• Review Staff Action Plans for measurable outcomes, implementation strategies, documentation quality, alignment with Life Plans, and regulatory requirements.
• Serve as program expert for documentation quality and ensure readiness for audits.
• Monitor Precision Care records for accuracy and ensure signatures, timelines, and billing readiness.
• Coordinate admissions, transfers, and discharges with multidisciplinary teams.
• Participate in clinical, life plan, and team meetings to implement recommendations.

Skills

Person-Centered Thinking

Regulatory Knowledge

Quality Focus

Collaboration

Documentation Skills

Project Management

Microsoft Office

EHR Proficiency

Education

Bachelor's Degree in Human Services, Psychology, Social Work, Special Education, Rehabilitation, Healthcare Administration or related field

Tools

Microsoft Office

Electronic Health Records

OPWDD Documentation Systems

Job description

• discharges

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.

Essential Functions And Primary Responsibilities Of Position

Person-Centered Planning

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
• 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 Participate In

• 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

• Promote person-centered practices.

Ensure Services Reflect

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

Support Individuals in achieving valued outcomes.

Precision Care Management

Monitor Electronic Records For Accuracy. Ensure

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

Regulatory Compliance

Support Ongoing Compliance With

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

Program Support

Assist Leadership With

• 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

Successful Candidates Demonstrate

• 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

Performs 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.

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

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You canexpect:

• 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 | Homepage

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