Community Habilitation / Respite Coordinator

Job Description

Job Description

The Coordinator of Community Habilitation and Respite Services is responsible for the day-to-day supervision, coordination, and oversight of the Agency's OPWDD Community Habilitation and Respite programs, serving individuals with intellectual and developmental disabilities (IDD). The coordinator ensures the delivery of high-quality, person-centered services that promote independence, community inclusion, skill achievement, family support, and positive

outcomes while protecting the rights, dignity, health, and safety of the individuals supported.

The coordinator provides operational oversight of Community Habilitation and Respite services, ensuring compliance with applicable federal and state regulations, OPWDD requirements, Medicaid billing standards, Electronic Visit Verification (EVV) requirements, Justice Center regulations, and Agency policies and procedures. Responsibilities include staff supervision, scheduling, regulatory compliance, billing, enrollment, census, documentation review, quality assurance, program coordination, and the effective utilization of Agency resources.

The coordinator collaborates with Agency leadership, Care Managers, families, interdisciplinary team members, community partners, and other stakeholders to ensure the delivery of safe, effective, person-centered services while fostering a culture of accountability, professionalism, continuous quality improvement, and organizational excellence.

Essential Duties and Responsibilities:

The essential duties and responsibilities include, but are not limited to, the following. Other duties may be assigned.

• Provide daily supervision and operational oversight of the Agencys Community Habilitation and Respite Services programs.
• Ensure the delivery of safe, person-centered, community-based services that promote independence, skill achievement, community integration, family support, and positive outcomes.
• Supervise Community Habilitation and Respite Direct Support Professionals (DSPs), ensuring compliance with Agency policies, OPWDD regulations, Medicaid requirements, and Lifeplan/Staff Action Plan.
• Recruit, interview, onboard, orient, train, schedule, coach, evaluate, and discipline assigned staff in accordance with Agency policies.
• Develop and maintain staff schedules to ensure adequate coverage and continuity of services while meeting participant needs and regulatory requirements.
• Monitor staff productivity, service utilization, authorizations, and caseload assignments to maximize program efficiency and compliance.
• Ensure Community Habilitation and Respite services are delivered in accordance with each individuals Life Plan, Staff Action Plan, valued outcomes, safeguards, Levels of Supervision, behavior support plans, and other clinical recommendations.
• Review daily documentation, service notes, monthly summaries, habilitation data, and other required records for accuracy, completeness, and compliance.
• Oversee Medicaid documentation requirements, billing readiness, and service verification to ensure accurate reimbursement.
• Demonstrate proficiency in the use of THERAP, including Electronic Visit Verification (EVV), scheduling, documentation review, service authorizations, electronic records, reporting, and compliance monitoring.
• Monitor EVV compliance by ensuring staff accurately clock in and out, document services appropriately, resolve exceptions promptly, and maintain compliance with OPWDD and Medicaid requirements.
• Assist staff with troubleshooting THERAP and EVV issues and provide ongoing training regarding electronic documentation standards.
• Conduct regular field observations, site visits, and quality assurance reviews to monitor service quality and staff performance.
• Participate in Life Plan meetings, interdisciplinary team meetings, and other meetings to support person-centered planning and service coordination.
• Collaborate with Care Managers, families, residential providers, clinicians, nursing staff, schools, and community agencies to coordinate services and address participant needs.
• Monitor participant satisfaction, program outcomes, and service effectiveness while implementing quality improvement initiatives.
• Respond promptly to participant, family, and staff concerns and assist in resolving behavioral, operational, scheduling, medical, and service delivery issues.
• Ensure reportable incidents, allegations, accidents, medication occurrences (if applicable), and other events are reported, documented, investigated, and followed up in accordance with Agency policy, OPWDD regulations, and Justice Center requirements.
• Assist with internal audits, OPWDD surveys, Medicaid reviews, quality assurance activities, and corrective action plans.
• Maintain accurate records related to staff training, certifications, service authorizations, participant files, billing documentation, and regulatory compliance.
• Ensure compliance with Agency safety policies, emergency preparedness procedures, infection prevention practices, Universal Precautions, and community safety requirements.
• Maintain current knowledge of OPWDD regulations, Medicaid requirements, Community Habilitation standards, EVV requirements, THERAP updates, and industry best practices.
• Perform direct support responsibilities when operationally necessary to ensure continuity of services.
• Perform other duties and responsibilities as assigned by the Director of Services and/or Executive Director.
• Monitor vehicle usage monitor Zubie alerts ensure they are being operated in accordance with our drivers bylaws.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies:

Leadership and Staff Development

• Provides effective supervision, coaching, mentoring, and performance management to Community Habilitation and Respite staff while fostering accountability and professional growth.

Community Habilitation and Respite Operations

• Demonstrates the ability to coordinate community-based services, manage staff schedules and caseloads, address operational challenges, and ensure high-quality service delivery.

Regulatory Compliance

• Maintains comprehensive knowledge of OPWDD regulations, Medicaid requirements, Home and Community-Based Services (HCBS) standards, Justice Center requirements, and Agency policies.

THERAP and Electronic Visit Verification (EVV)

• Demonstrates proficiency using THERAP, including EVV, scheduling, electronic documentation, service authorizations,documentation review, compliance monitoring, reporting, and troubleshooting.
• Ensures staff maintain accurate and timely EVV documentation consistent with Medicaid and OPWDD requirements.

Quality Assurance and Continuous Improvement

• Monitors documentation quality, conducts audits, identifies compliance concerns, implements corrective actions, and promotes continuous quality improvement.

Person-Centered Services and Advocacy

• Promotes person-centered planning, community inclusion, self-determination, individual rights, and positive outcomes for individuals receiving services.

Communication

• Communicates professionally and effectively with individuals receiving services, families, Care Managers, residential providers, Agency leadership, and interdisciplinary team members.

Documentation and Recordkeeping

• Ensures timely, accurate, and complete documentation, including service notes, habilitation data, monthly summaries, EVV records, billing documentation, and participant records.

Digital Literacy

• Demonstrates proficiency in Microsoft Office, THERAP, Electronic Visit Verification (EVV), electronic health records, scheduling systems, email, and other technology used to support service delivery.

Incident Management and Compliance

• Responds appropriately to incidents, allegations, accidents, medication occurrences, and other reportable events while ensuring compliance with Agency policies, OPWDD regulations, and Justice Center requirements.

Responsiveness to Supervision

• Accepts direction, demonstrates flexibility, follows through on assignments, and supports organizational initiatives.

Confidentiality

• Maintains confidentiality of participant, employee, and Agency information in accordance with HIPAA, OPWDD requirements, and Agency policies.

Problem Solving and Decision Making

• Uses sound judgment to resolve operational issues, staffing challenges, participant concerns, and service delivery barriers while maintaining regulatory compliance.

Teamwork and Collaboration

• Builds productive relationships with staff, families, Care Managers, clinicians, residential providers, and community partners to ensure coordinated, person-centered services.

Planning and Organizing

• Effectively prioritizes competing responsibilities, manages schedules and staffing, coordinates community-based services, and consistently meets deadlines.

Professionalism and Ethics

• Demonstrates integrity, accountability, ethical conduct, confidentiality, and professionalism while representing the Agency positively in the community.

Additional Requirements:

• Must possess and maintain a valid, unrestricted New York State drivers license in accordance with Agency policy.
• Must maintain all required trainings and certifications associated with the position, including but not limited to SCIP-R, CPR, First Aid, Code of Conduct, HIPAA, and other Agency-required training.
• Must successfully complete all required background checks, screenings, and clearances in accordance with Agency policy and applicable regulatory requirements.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and the ability to learn and effectively utilize Electronic Health Records (EHR), THERAP, RELIAS and other Agency software systems.
• Demonstrated strong leadership, organizational, interpersonal, verbal, and written communication skills, with the ability to effectively supervise staff, manage multiple priorities, exercise sound judgment, and work collaboratively with internal and external stakeholders.

Physical Requirements

• The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
• While performing the duties of this position, the employee is regularly required to stand, walk, sit, communicate, use hands to handle or feel objects, and reach with hands and arms. The employee may be required to bend, stoop, kneel, crouch, climb, balance, drive, and assist individuals with mobility and activities of daily living as operationally necessary.
• Physical lifting, transferring, repositioning, and assisting individuals may be required. The employee may occasionally be required to assist or support individuals weighing more
• than 100 pounds.

Working Conditions

• Flexibility in scheduling is required to meet the needs of individuals and program operations. Work is performed primarily in the admin office/program site but may also include community locations, family home meetings, trainings, and other environments where individuals receive services and supports.
• The position may involve exposure to challenging behaviors and emotionally stressful situations. Employees must be able to maintain a calm, professional, and supportive presence while supervising staff and responding to behavioral, emotional, medical, or crisis situations.
• Employees may be exposed to aggressive behaviors, communicable illnesses, bodily fluids, varying weather conditions, and other conditions commonly associated with providing services to individuals with intellectual and developmental disabilities.
• The position requires emergency and non-emergency travel between Agency locations and community sites.
• The noise level in the work environment may vary from moderate to loud depending on program activities and individual needs.

Equal Employment Opportunity Statement

Disclaimer: This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position.

The duties and responsibilities described in this job description may be modified or adjusted at any time to meet the operational, programmatic, and business needs of the organization. Employees may be required to perform additional job-related duties as assigned and may be required to obtain or maintain additional knowledge, skills, certifications, or training necessary to perform the responsibilities of the position.

This is a SALARIED position - FSLA Status: Exempt

The Organization is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, military status, veteran status, citizenship status, domestic violence victim status, or any other characteristic protected by applicable federal, state, or local law.