Program Coordinator

Job Description

Job Description

  NATURE OF WORK: Support level position responsible for coordination of direct supervision of CAG/CAI service and programs for the foundation.

JOB REQUIREMENTS AND RESPONSIBILITIES:

Safeguard and Maintain Case Records of People Served

Serves as the Privacy Officer to assist in the identification, implementation and maintenance of the Agency information privacy policies and procedures in coordination with DDP and Administration as it relates to case records.

Ensures that records are safely secured at all times, maintained and retained for a minimum of six (6) years from the date of its creation or the date when last in effect (whichever is later) according to Agency policy and DBHDD standards.

Follows Agency standards for requesting required information and documents from providers, families, guardians, support coordinator, or others in a timely manner to ensure the case record is updated and complete.

Maintains case records in a neat and organized manner including purging and filing information on a quarterly basis.

Ensures that at a minimum the information in each case record includes: the name of the individual, precautions, allergies (or no known allergies – NKA) and “volume #x of #y” on the front of each case record; individual identification and emergency contact information; financial information; rights, consent and legal information; pertinent medical information; screening information and assessments; individual service plan; discharge summary information; progress notes; event/case notes documenting issues, findings and follow up; records or reports from previous providers; and correspondence.

Audits case records for required and updated information on a quarterly basis and provides a detailed report of the findings to Program Director and Administrators.

Ensures that any copies of personal information to be sent to the individual, the provider, family or guardian are always sealed and sent in accordance with privacy standards.

Tracks movement of the case record away from the designated locked storage area by means of a written circulation log and uses the log as a periodic auditing

Reports immediately to Program Management and Administration any suspected or known breaches of privacy rights, policies and procedures and assists with developing and implementing a plan of correction.

Serves as an advocate for people served by safely guarding their rights and care according to Agency guidelines.

Other duties as assigned.

•                

Support for Program Management

Provides orientation training as well as follow-up training to the staff team as it relates to documenting choice and person-centered services and maintaining privacy of records or other information in various settings throughout the building.

Distributes progress note forms to the staff team promptly the morning of the first day of the work week.

Promptly reviews progress notes daily and provides written/typed feedback to the staff team regarding proper and accurate documentation of choice and person-centered services.

Periodically monitors that progress notes and other documentation being written by the staff team are secured within the service areas of the building when they move away from the documentation for reasons such as a community outing, lunch periods, restroom breaks, etc.

Follows up with Program Management and Administration in a timely manner regarding repeated or significant concerns with the staff team documenting choice and person-centered services.

Ensure daily that attendance records are documented accurately and maintained confidentially.

Consistently submits an accurate electronic absence report to Administration.

Works collaboratively with coordinating outings; distributes outing forms to the staff team; reviews completed outing forms for proper documentation; and accurately tracks the frequency of outings and documentation of outing goals if indicated for each individual.

Assists with maintaining, collecting or distributing activity or educational information and materials to/from the staff team as needed.

Participates in staff meetings and provides information regarding proper documenting procedures such as on progress notes, outing forms and other reporting forms.

Participates on the Quality Improvement Committee and other committees as assigned.

Provides supervision and support to people served during their lunch period.

Provides coverage for staff break periods assigned.

Support for Developmental Disability Professionals (DDPs)

Participates in the intake/admission process for new individuals including interviews to ensure that the intake packet, required forms, assessments, physical exams, ISP documents, and other related information are completed and received to create the case record.

Participates in the discharge planning process by providing required documents and reports for completion of the discharge summary by the DDP and filing the official discharge summary report with any supporting documentation in the case record.

Retrieves case records for DD1/Communication calls and ensures the record is prepared to present to authorized reviewers; responsible also for ensuring case records are returned and secured back in the designated locked storage area promptly.

Responds to and records inquiries regarding FEA services.

Creates and provides updated lists, rosters or spreadsheets regarding people served according to demographics such as age, gender, diagnoses, birthdate, required supports, guardianship status, etc.

A minimum of 16 hours of training must be completed annually to include the training noted below:

§ Behavioral Support and Crisis Intervention techniques to de-escalate challenging and unsafe behaviors (*);

§ Nationally benchmarked techniques for safe utilization of emergency interventions of last resort (if such techniques are permitted in the purview of the organization) (*); and

· Attend all training necessary to support individuals. Annual requirements include but are not limited to: Abuse and Neglect training, Blood Borne Pathogens, Confidentiality agreement, Tardive Dyskinesia, Seizure training and others on an as needed basis.

Bi-annual requirements include but are not limited to: CPR/First Aid & TB Test

CONFIDENTIALITY:

NEVER discuss the individuals or his/her program with anyone outside of the family or other team members that also work with the individuals.

Never discuss an employee’s performance or behavior to another employee. The performance of each employee on a team shall be held in the strictest of confidence with feedback provided in a professional and confidential manner upon approval of administration.

Issues concerning the individual and his/her family should be kept to self unless it concerns the individual’s welfare, in which case, that incident should be reported immediately to the Administration. Alleged abuse and neglect situations must also be documented on a CIR (Critical Incident Report) and faxed into the appropriate state agency for review within 24 hours of discovery.

Salary and/or hourly pay rates are confidential and cannot be discussed amongst employees. Failure to abide by this policy will result in immediate termination.

Community Access Services Program providing to individuals with intellectual disabilities.

Company Description

Community Access Services Program providing to individuals with intellectual disabilities.