Planning Specialist

Position Summary

The role of the Planning Specialist is to provide quality planning and technical support, as it relates to the Person-Centered Planning (PCP) process and Long-Term Services and Supports (LTSS) billing. Additionally, this role provides basic case management oversight as it relates to information contained in ICM and communications with teams.


Essential Functions

• Support the PCP Process
  • Manage and follow the PCP process for people who receive community living, meaningful day, CDS, employment, supported living, or other support services from The Arc of Howard.
  • Plan high-quality, individually tailored goals and provide resources, outcomes, goals, and completion for the people supported; ensure goals are relevant, measurable, and meet criteria.
  • Collect, coordinate and update information for PCP preparation (previous plan progress, Health Risk Screening Tool (HRST) requests, SIS review, behavior plans, Nursing Plan of Care (NPOC), assessments, etc.), pre-planning using the Detailed Service Authorization Tool (DSAT, Cost Detail etc.), development (SIP) and according to all State and Federal regulations (including interim meetings).
  • Complete pre-planning using tools from Charting the Lifecourse with each person receiving services before prep meetings with the full PCP team.
  • Review the draft and final person-centered plans for accuracy as it relates to the person.

• Leadership and Training
  • Lead and train agency staff to support person-centered initiatives, plans, outcomes, and goals.
  • Provide guidance on the specific needs of people with intellectual and/or developmental disabilities.
  • Assist with documentation training in ICM as needed.

• Scheduling
  • Manage PCP scheduling and ensure adequate representation of The Arc staff and coordinating with the Coordinators of Community Services.

• Process Improvement
  • Recommend new approaches, policies, and procedures to improve the efficiency of departmental services.

• Funding and Service Development
  • Work with teams and the person supported to explore all waivered services to ensure needs and desires are met.
  • Initiate funding requests with the Coordinators of Community Services for new and modified supports and services.
  • In the absence of the Director, complete the DSAT as requested by the Maryland Developmental Disabilities Administration.

• Case Management
  • Maintain regular contact with all members of the team in support of the person.
  • Monitor incidents and ensure team members are notified in a timely manner.
  • Act as an initial point of contact for Coordinators of Community Services.
  • Maintain bi-monthly contact with all persons supported. In-person visits are a priority.

• Monitoring
  • Monitor and review documentation as it relates to goals and outcomes, nursing services, behavior supports, and overall compliance related documentation at least every 90 days. Work with agency personnel and other team members when follow up is needed or documentation is not present.
  • Monitor and review PCP approvals and Service Authorizations in LTSS to ensure accuracy.
• Individual Support
  • Ensure individuals are supported in living the life of their choosing through their Person-Centered Plan (PCP).
  • Monitor and facilitate the BSS process with the BSS provider. Attend the Human Rights Committee in support of the BSS. Work with the DSMs and Program Managers to ensure staff are trained on the current BSS plan. Behavioral services.

• Documentation
  • Ensure accurate and timely completion of program documentation.
  • Maintain and monitor files for those we support for compliance with regulatory agencies.
  • Maintain up-to-date records and documents in the Electronic Health Records, iCare Manager (ICM) and program files including the PCP documents, entry of outcomes and goals, face sheet, behavior support plan, tracking charts and other documents relevant to the person and their services.

• Health and Safety
  • Monitor and address the health and medical needs of individuals, promptly reporting any concerns.

• Compliance
  • Work with Quality Enhancement Department regarding OHCQ investigations and Licensing Visits.

• Benefits
  • Monitor existing benefits and assist the Benefits Coordinator in the submission of documentation for eligibility paperwork (i.e. SSI, SSA, Medicaid Waiver, Medical Assistance, food stamps, HUD).

• Flexibility
  • Be open to additional tasks and responsibilities as assigned.

Other Functions

• Promote Person-Centered Philosophy : Champion person-centered planning and self-direction within the agency and through external provider networks.
• Perform other duties as assigned by Executive Director.

Physical & Mental Demands

The physical and mental demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable people with disabilities to perform essential functions.

Physical Demands

While performing the duties of this job, employees are regularly required to sit, walk and stand;


talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. Ability to drive is a requirement of this position.


Mental Demands

While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret, data information and documents; analyze and solve non-routine and complex problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with the community stakeholders including elected and appointed officials, staff, people served, the public and others encountered in the course of work.

Work Environment

This position is full-time in a professional office environment and out in the community. The role routinely uses standard office equipment.


Work Schedule

This position is full-time, 40 hours per week. A typical work schedule is Monday through Friday during The Arc office hours from 8:30a-4:30p with some flexibility to accommodate occasional meetings outside regular office hours.

• A bachelor's degree in a relevant field is required .
• Knowledge of Code of Maryland Regulations (COMAR) & Home and Community-Based Services (HCBS) Final Rule, waiver and service definitions and regulations, guidelines, procedures & philosophy required .
• Three years of experience in the field of IDD is preferred .
• Person-Centered planning development and implementation experience is strongly preferred .