Program Coordinator

Heartshare Human Services Of New York; New York (NY); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

Health, dental, vision and life保险

403(B) retirement plans with employer"

Paid vacation, sick, personal days and

Job summary

HeartShare Human Services of New York seeks a Day Services Program Coordinator to manage Life Plan activities, regulatory documentation, admissions support and interdisciplinary communication. This role ensures OPWDD compliance, Medicaid readiness and precision care documentation across the program.

The coordinator collaborates with nurses, clinicians, Care Managers, families and leadership to implement person-centered services and maintain high-quality day supports.

Qualifications

• Bachelor's Degree in Human Services, Psychology, Social Work, Special Education, Rehabilitation, Healthcare Administration or related field preferred.
• Minimum two years experience 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.

Responsibilities

• Coordinate Life Plan activities ensuring services remain person-centered and compliant.
• Review Staff Action Plans for measurable outcomes and alignment with Life Plans.
• Maintain documentation quality for Monthly Summaries, Community Inclusion Documentation, Progress Notes and related records.
• Assist leadership during audits and survey readiness.
• Coordinate admissions, transfers and discharges with interdisciplinary teams.

Skills

Organizational skills

Project management

Written communication

Deadline prioritization

Critical thinking

Collaboration across disciplines

Education

Bachelor's degree in a related field

Tools

OPWDD regulations

Precision Care EHR

Microsoft Office

Job description

Job Location: SI PACT Day Hab,1424 Richmond Ave, Staten Island, NY 10314 - Staten Island, NY 10314. Position Type: Full-Time. Education Level: Bachelors Degree or Equivalent. Salary Range: $36.42 - $36.42 Hourly. Travel Percentage: Up to 25%. Job Shift: Day.

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

• 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 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 | Homepage

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