Program Coordinator

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

Benefits offered by this job

Paid time off

401(k) retirement plan

Health, dental, vision

Employee Assistance Program (EAP)

Flexible spending accounts

Job summary

Heartshare in New York is seeking a Program Coordinator to coordinate person-centered planning, regulatory documentation, admissions support, and interdisciplinary communication for Day Services. You will serve as the primary coordinator for Life Plan implementation, staff action plans, and documentation integrity, ensuring Medicaid billing readiness and PrecisionCare record accuracy.

The role requires collaboration with program leadership, nursing, clinical staff, care managers, families, and

Qualifications

• Bachelor's degree in a related field is required.
• Minimum two years of experience working with individuals with IDD.
• Strong knowledge of OPWDD regulations and Medicaid documentation requirements.
• Experience with person-centered planning and QA processes.

Responsibilities

• Coordinate Life Plan activities and annual/semi-annual reviews.
• Ensure documentation accuracy for Medicaid billing readiness and regulatory compliance.
• Support interdisciplinary teams and admissions transitions, including coordination with families.
• Assist leadership during audits and quality improvement initiatives.

Skills

Organizational skills

Project management

Written communication

Critical thinking

Interpersonal skills

Collaboration

MS Office

Electronic health records

Education

Bachelor's degree in related field

Tools

PrecisionCare or similar EHR

MS Office

Job description

The 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, PrecisionCare 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 everyone'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 programEssential Functions and Primary Responsibilities of Position:Person-Centered PlanningCoordinate all Life Plan activities ensuring services remain person-centered and compliant.Ensure the following remain current and accurately reflect individual needs:Annual Life PlansSemi-Annual ReviewsStaff Action PlansValued OutcomesSafeguardsCommunity Inclusion PlansReview Staff Action Plans for:Measurable outcomes, implementation strategies, documentation quality, alignment with Life Plans, CQL outcomes, and regulatory requirements; ensure revisions are completed in a timely manner.Documentation & ComplianceServe as the program expert for documentation quality.Review documentation for:Monthly SummariesStaff Action PlansCommunity Inclusion DocumentationProgress NotesGoal TrackingBehavioral DocumentationAttendance DocumentationPrecisionCare ManagementMonitor electronic records for accuracy.Ensure Life Plans, LCED/LOC, medical documentation, consents, assessments, and required forms are current; maintain documentation integrity.Monitor PrecisionCare to ensure:Required documentation is complete, signatures are obtained, timelines are met, records are uploaded, and documentation supports billing requirements; identify deficiencies and coordinate timely corrections.Maintain documentation trackers.Support audit readiness at all times.Quality AssuranceConduct routine documentation audits.Monitor compliance with:OPWDD regulationsMedicaid standardsAgency policiesQA expectationsTrack 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 & TransitionsCoordinate documentation for new admissions, transfers, discharges and prepare initial Staff Action Plans.Coordinate with:IntakeNursingClinicalCare ManagersFamiliesEnsure timely onboarding documentation.Interdisciplinary CoordinationParticipate in:Clinical MeetingsMedical MeetingsLife Plan MeetingsTeam MeetingsCoordinate follow-up on recommendations.Ensure recommendations are implemented and documented.Communicate changes promptly with interdisciplinary partners.Individual AdvocacyPromote person-centered practices.Ensure services reflect preferences, strengths, interests, community goals, and meaningful outcomes; support individuals in achieving valued outcomes.Regulatory Compliance and Program SupportSupport 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.Continuous Improvement and Professional ResponsibilitiesAnalyze trendsRecommend improvements to workflows, documentation, communication, 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.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.Bachelor's Degree in Human Services, Psychology, Social Work, Special Education, Rehabilitation, Healthcare Administration or related field requiredMinimum two years working with individuals with intellectual and developmental disabilities.Experience with:OPWDD regulationsPerson-Centered PlanningMedicaid documentationPrecisionCare or similar EHRQuality AssuranceInterdisciplinary team coordinationCoordinating Life Plans preferredBilingual preferred.Required Knowledge, Skills & AbilitiesStrong knowledge of OPWDD regulations and Medicaid documentation requirementsUnderstanding of CQL Personal Outcome Measures and person-centered practicesExcellent organizational and project management skillsStrong written communication and documentation skillsAbility to prioritize multiple deadlinesCritical thinking and problem-solving skillsAbility to analyze documentation for accuracy and complianceStrong interpersonal skillsAbility to collaborate across multiple disciplinesProficiency with Microsoft Office and electronic health recordsAbility to maintain confidentialityTechnology and Multi-Factor Authentication RequirementsAs part of the Agency’s cybersecurity and information security requirements, employees may be required to use multi-factor authentication (MFA) when accessing certain Agency systems, applications, or services. In some instances, employees may need to use a personal mobile device to receive authentication codes, approve sign-in requests, or utilize an Agency-approved authentication application. Such use is expected to be limited to authentication purposes and may be required periodically as part of the employee’s job responsibilities and access to Agency technology resources.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Examples:Constantly required to exchange accurate informationConstantly operates a computer and other office toolsFrequently required to standOccasionally moves about inside a building or residential settingMust be able to lift or move up to 25 poundsThe environment in the office setting offers no unusual situations, although some sites may have stairs and those must be navigated. The position requires the ability to work in a busy, occasionally noisy office, with many people and distractions daily.Schedule- 8:00am- 3:30pmBenefitsWhat we offer once YOU join our growing family:At Heartshare we offer a comprehensive benefit package based on full-time/part-time status. You can expect: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.Gympass DiscountVerizon Wireless Discount.BJs Membership discount.Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & moreHeartshare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to [e-mail] HeartshareWho WE ARE:For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked andunderestimated.To learn more about Heartshare, please visit our website at www.heartshare.org or follow us on Twitter LinkedIn YouTube Instagram Facebook