PROGRAM COORDINATOR

• Maintain and abides by OSHA requirements and guidelines
• Observes all Fire and Safety Policies and Procedures
• Observes all Personnel Policies and Procedures
• Observes all Residential Policies and Procedures
• Observes all governmental and licensing regulations
• Observes all HIPAA Policies and Procedures and maintains confidentiality
• Completes and returns all paperwork distributed by the Human Resource Department
• Attends all required and scheduled trainings and meetings
• Always maintain a professional demeanor and exercise good professional judgment in all areas of employment duties
• Creates Team Oriented Environment

• VEHICLE REQUIREMENTS:
• • Current driver’s license, driver registration and a functional vehicle
  • Current vehicle insurance
• EQUIPMENT OPERATIONS:
• • Telephone, cellular telephone, copier, fax, computer, calculator
• COMPUTER SOFTWARE APPLICATIONS:
• • Has knowledge of Microsoft office programs, MITC, SETWORKS

• Individual must be able to meet physical requirements of the job:
• • Sitting at a meeting table or desk, reaching, bending, standing, stooping, twisting, climbing steps, drivinga vehicle, operate adaptive equipment, operate home appliances, ability to lift, push, and/or pull up to thirty (30) pounds

• Bloodborne Pathogens, Right to Know, HIPAA, Security Acts, Fire & Safety

• Office Environment/Office Facilities
• Community Living Arrangement
• Family/Residential Home
• Day Program Setting
• Community

• High School Diploma or GED

• Associates Degree

• Two years of experience in human services or related field
• Knowledge of and ability to work with developmentally disabled persons
• Excellent communication skills and organizational skills
• Detail oriented

❖ POSITION STATEMENT:

• The IDD CLA Program Coordinator will:
• • Function with autonomy, diplomacy and professionalism within the guidelines established by this organization
  • Function with the highest esteem in dealing with all employees, supervisors, and consumers of this organization
  • Be an advocate for all the policies and protocols of the organization
  • Promote the well-being of the human aspect of this organization and report any concerns to the Program Team (APC- Assistant Program Coordinator/ PS- Program Specialist/ DQA- Director of Quality Assurance/ ED- Executive Director)

• Oversight of 2-3 CLA’s to include equal amount of ratio time in all
• Maintain regular communication with the Program Team.
• Ensure health, safety, and welfare of all individuals receiving supports.
• Report incidents according to the Incident Management policy to the Program Team and confirm information is entered into SetWorks Noted Events.
• Provide a meaningful day for individuals (schedule daily activities in the home and regular outings).
• Attend and participate in consumer meetings (ISP, SIS assessment, IM4Q, team meetings, etc.).
• Develop rapport and maintain communication with loved one’s as requested and in emergency situations. The APC will be the primary contact and the PC as the secondary back-up.
• Respectfully interact with outside agencies (funding entities, case managers, counselors, day programs, employers, family members, neighbors).
• Read and respond timely to all emails.
• Maintain a complete understanding of 6400 regulations (refer to RCG- Regulatory Compliance Guide)
• Always ensure licensing compliance of home per the RCG and agency policy.
• • Complete quality inspections of the CLA (inside and perimeter) during every shift to ensure safety, cleanliness, and compliance.
  • Track completion, review and approve APC weekly oversight in Setworks.
  • Complete a monthly physical site inspection checklist in cooperation with the Program Specialist.
  • Report all CLA facility issues to the maintenance email address and copy the Program Team.
  • Participate in quarterly awake night inspections in conjunction with the Program Specialist.
• Medical Appointments and medication management
• • Attend consumer medical appointments as needed to assist the APC and submit paperwork to Nursing.
  • Coordinate 2nd check of cycle medications following completion of 1st check by APC.
  • Review medications and MAR’s during each shift to identify any issues or missing signatures/ initials.
  • Complete Medication Error Debriefing Forms within seventy-two (72) hours of discovery.
• Supervision of Assistant Program Coordinator
• • Mentor and provide ongoing feedback and indicate areas of improvement regarding job performance
  • Partner with consumers and employees to identify issues and resolve problems
  • Complete accurate and timely employee performance evaluations prior to the due date
  • Report all employee concerns to the Program Specialist and the Human Resource Department
  • Attend Foundations Training
  • Complete Part 2 of Foundations training with any new APC.
  • Attend and co-facilitate CLA staff meetings every other month.
  • Provide back-up to APC/ Scheduling Department to fill shifts for call offs and open shifts.
  • Approve APC attendance requests daily and timecards edit forms as needed.
  • Approve all APC PTO requests, and any RS PTO requests in the absence of the APC.
  • Review TO/TU in SetWorks weekly to confirm completion and address any patterns or concerns.
  • Complete job duties of the APC in their absence.
• SETWORKS
• • Enter quality notes in SetWorks prior to the end of each shift.
  • Monitor SetWorks twice weekly for any outstanding notes or approvals.
  • Review SetWorks every Monday morning to confirm all notes are ready for billing for the prior week before the deadline.
  • Complete monthly SetWorks documentation review oversight and address any concerns with APC regarding quality of documentation.
  • Assist with training and mentoring staff regarding documentation expectations and quality.
  • Elevate any concerns to Program Coordinator and HR (when necessary).
• Training
• • Always maintain training compliance.
  • Review all compliance lists weekly to identify any upcoming staff non-compliance and follow-up with the APC.
  • Complete requirements to become a Medication Administration Observer.
  • Coordinate with the APC to conduct medication observation practicums and MAR reviews for employees prior to compliance date (twice per year).
• Consumer/ House funds
• • Confirm all deposits and purchases are entered and receipts uploaded into SetWorks weekly.
  • Review receipts weekly to identify any unauthorized purchases and elevate any concerns to the Program Team.
  • Monitor consumer balances and initiate any “spend-downs” to maintain balance under Social Security limit.
  • Place Staples order as needed to ensure all needed supplies are available to staff and consumers.
• On Call Responsibilities
• • Be accessible via telephone twenty-four (24) hours per day, seven (7) days per week for
  • Coordinate an on-call rotation for team of homes as assigned and ensure that scheduling and Program Team are aware of who to contact at all times.
  • Plan with another Program Coordinator/Assistant Program Coordinator for call coverage if unavailable for
• PART team
• • Participate in PART team and associated trainings
  • Respond to PART calls at your assigned CLA or facilitate the need for response if you are unavailable.
• Vehicle maintenance
• • Complete monthly vehicle inspection in Fleetio prior to the 10th of each month
  • Report any vehicle issues immediately to SAFS and Program Team.
• Assist with additional duties relative to the specific CLA as assigned by the Program Specialist.

• Ensure that all house and individual funds are managed and maintained safely and Monitor counts of the funds to ensure that they are being completed as outlined. Review expense records completed by APC and submit to the office as required
• Report CLA maintenance needs/requests in the app to Facilities Department
• Complete personal inventories for each individual annually, as well as continued updates whenever large purchases or disposals are made
• • Submit completed inventories to the Program Specialist
• Communicate information and concerns to the Executive Director of Program
• Staff meetings
• • Facilitate/conduct staff meetings as needed
  • Forward sign in sheet and agenda to the Training Department
• Incident Management
• • Report incidents according to the Incident Management policy
• Respectfully interact with outside agencies (funding entities, case managers, counselors, day programs, employers, family members)
• Update/identify consumer outcomes as needed
• Participation in organizational committees as assigned
• General Supervision
• • Utilize Person Directed Framework/Non-Violent Communication during interactions with consumers and employees
  • Mentor and provide ongoing feedback and indicate areas of improvement regarding job performance
  • Partner with consumers and employees to identify issues and resolve problems
  • Complete accurate and timely employee performance evaluations prior to the due date
  • Report all employee concerns to the Executive Director of Program and the Human Resource Department
  • Completion of Leadership Training series
• Scheduling
• • Monitor CLA hours worked and overtime per the house budget, management and completion of overtime, time over, and time under reports
  • Fill open shifts and update live schedules to reduce overtime in conjunction with the Scheduling Department
  • Ensure access to schedules to Residential Specialists
  • Assist with scheduling of employees to attend new referral visits
• Vehicle maintenance
• • Ensure the completion of the vehicle inspection form and submit to the Fleet Department by the 5thof every month
  • Complete mileage logs and inspection forms
  • Maintain company Report any vehicle concerns to the Fleet Department
  • Attend all Vehicle appointments/inspections and notify the Fleet Department in advance to reschedule

From <https://recruiting.adp.com/smicro/ui/adprm/>