Program Coordinator

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 program

Essential Functions and Primary Responsibilities of Position:

Person-Centered Planning

Coordinate all Life Plan activities ensuring services remain person-centered and compliant.

Ensure the following remain current and accurately reflect individual needs:

• Annual Life Plans

• Semi-Annual Reviews

• Staff Action Plans

• Valued Outcomes

• Safeguards

• Community Inclusion Plans

Review 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 & 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

PrecisionCare Management

Monitor 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 Assurance

Conduct routine documentation audits.

Monitor compliance with:

• OPWDD regulations

• Medicaid standards

• Agency policies

• 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 and 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, and meaningful outcomes; support individuals in achieving valued outcomes.

Regulatory Compliance and Program Support

• Support 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 Responsibilities

Analyze trends

• Recommend 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.