PROGRAM COORDINATOR

Job Description

Job Description

Supportive Concepts for Families, Inc , an Affiliate of Apis Services, is seeking Full-Time Program Coordinators to oversee several CLA's and provide direct support care to our CLA residents in the Lebanon and Pine Grove areas. This position will assist individuals in our Residential IDD Program under the 6400 Regulatory Compliance.

Supportive Concepts for Families, Inc. is dedicated to supporting individuals with Intellectual and Developmental Disabilities to live a meaningful day defined in the most independent and fulfilling manner possible. The pillars of our success in serving so many people have been due to dedicating ourselves to the constant effort to ensure the physical and mental health of the individual served, to ensure their safety and the safety of the community they live in and to create opportunities for them to ultimately live a happy life in a manner that they choose.

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 Executive Director of Program

RESPONSIBILITIES OF THE JOB AND ESSENTIAL ELEMENTS:

• Ensure a meaningful day for consumers
• Oversight of 5-10 CLA’s to include equal amount of ratio time in all sites, filling in shifts for ratio, as needed
  • Weekly oversight of each CLA
  • Participate in quality inspections as needed to include monthly awake night, with Program Specialist
  • Monthly awake night inspection, with Program Specialist
  • Complete Program Oversight as assigned
  • Track completion of APC weekly oversight
  • Monitor proper completion of all required paperwork and Setworks documentation
  • Complete monthly fire drills by the 25th of each month
• Act as scheduling champion, approving timecards, updating OPR and maintaining master schedule
  • 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
• Review/ monitor/ provide explanations for Efficiency team reports including but not limited to: hours worked, TO/TU, OT; over 80 hours, under 20 hours; 0 hours, over 16 hours in 24-hour period, Pending edits/ top edits, Unapproved timecards and Trending data
  • Provide explanations with regards to Time over/Time Under for hours worked in the CLA compared to the budget
• Read and respond to emails within 24 hours
• 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 Regional Director and the Human Resource Department
  • Completion of Leadership Training series
• Supervise and direct the work of Assistant Program Coordinator and Residential Specialists to include the following:
• Medical Appointments and medication management
  • Schedule and attend consumer medical appointments (if needed)
  • Complete requirements to become a Medication Administration Observer
  • Monitor medications for refills and reconcile cycle medications upon delivery prior to the start of each month
  • Ensure staff administering medications have completed and are current in medication administration training
  • File medical appointment forms (MAF) in the Health Information Recording System (HIRS) in accordance with agency policy
  • Check-in cycle medications (2nd check)/ verify medication changes
• On Call Responsibility
  • Participate in on-call rotation
  • Be accessible via telephone twenty-four (24) hours per day, seven (7) days per week for assigned pod
  • Plan with another Program Coordinator/Assistant Program Coordinator for call coverage if unavailable for calls
• Training
  • Complete required training and training hours
  • Conduct and observe medication practicums for employees
  • Conduct in home orientation and individual specific training for all new employees
  • Review Critical Information Book with all employees working in the CLA
  • Ensure all signatures on required documentation
  • Conduct Competency Based Training for current employees
  • Provide documentation for all training to the Training Department
  • Monitor training compliance list and inform APC and Residential Specialists of upcoming and outstanding trainings due
  • Verify that all staff scheduled to work in the CLA are trained on all plans & protocols prior to working
  • Assist with vehicle training and wheelchair securement training for employees working at the CLA and operating the vehicle
• Thorough understanding of 6400 Regulations
  • Maintain home according to 6400 regulations and agency policy
  • Maintain consumer files and records according to 6400 regulations and agency policy
  • Maintain staff training according to 6400 regulations and agency policy
• 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
• Complete Setworks documentation including but not limited to quality notes, review and ensure deadline for completion, oversight of all financial records (Consumer & CLA); tracked in Setworks, Review/ track completion of APC weekly oversight
  • Review all CLA EMR a minimum of 5 days a week
  • Elevate any concerns to immediate supervisor
  • Review progress notes and ensure completion
• Review and oversee food/house supply as managed by Assistant Program Coordinator
• Review/ approve PEX card receipts
• Ensure that all house and individual funds are managed and maintained safely and properly.
  • 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
  • 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 Regional Director
• Report CLA maintenance needs
• Vehicle maintenance
  • Ensure the completion of the vehicle inspection form and submit to the Fleet Department by the 5th of every month
  • Complete mileage logs and inspection forms
  • Maintain company vehicles. Report any vehicle concerns to the Fleet Department
  • Attend all Vehicle appointments/inspections and notify the Fleet Department in advance to reschedule appointment.
• Additional duties relative to the specific CLA as assigned by the Regional Director of Program

MINIMUM EDUCATION REQUIREMENTS:

• High School Diploma or GED

PREFERRED EDUCATION REQUIREMENTS:

• Associates Degree

PREFERRED EXPERIENCE

• 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

About Company:

Apis Services, Inc. (a wholly owned subsidiary of Inperium, Inc.) provides a progressive platform for delivering Shared Services to Inperium and its Constellation of affiliate companies. Allowing these entities to advance their mission and vision. By exploring geographical program expansion and focusing on quality outcome measures to create cost savings that result in reinvestment into the organizations stakeholders through capacity creation and employee compensation betterment.

Apis Services, Inc. and affiliate’s provide equal employment opportunities for all employees and applicants for employment in compliance with all federal and all applicable state and local laws and regulations, including nondiscrimination in hiring and employment. All employment decisions are made without regard to race, color, religion, gender, national origin, ancestry, age, sexual orientation, gender identity and expression, disability, genetic information, marital status, pregnancy/childbirth, veteran status or any other basis protected by law. This policy of non-discrimination and equal employment opportunities extends to every phase and aspect of hiring and employment.

"Creating a Better Tomorrow... Today"