Medical Coordinator

POSITION SUMMARY:
Medical Coordinator / Shift Supervisor is responsible for the coordination of medical and health scheduled appointments and follow up care. In collaboration with the Nursing Department, Staff and Management, the Medical Coordinator / Shift Supervisor must ensure that the individuals receive all the treatments and care according to state and federal regulations, agency policy and procedure and according to the agency's mission. The role of the Medical Coordinator / Shift Supervisor to oversee and coordinate the operations of health follow up, treatments, referrals, indications, or protocols that are doctor s prescribed by health care practitioners and agency nursing department.
The Medical Coordinator / Shift Supervisor is responsible for medical and health documentation to be maintained and available upon request, conduct monitoring checks. Medical Coordinator / Shift Supervisor is responsible for individuals scheduling and reviewing, and a liaison between the residential program, other providing agencies, care coordination and attending/referring physicians. The Medical Coordinator / Shift Supervisor is responsible to ensure the support of individuals with an intellectual disability/mental health reach their goals, valued outcomes, develop skills and provide support as required with residential services by operating a Residential Support Program. The position is responsible for maintaining a safe, supportive, and therapeutic home environment which fosters growth and rehabilitation and facilitates the development of independent and self-help skills of the individuals. The Medical Coordinator / Shift Supervisor is responsible for training, planning, supervising, and coordinating the services and interaction of the staff with individuals as well as ensuring compliance with state and federal regulations.
This position is responsible for maintenance of developed program and medical oversight systems within the Developmental Disabilities (DD) residential program including quality assurance systems. Responsible for keeping these systems organized, efficient and for ensuring that staff is using these systems appropriately. The Medical Coordinator / Shift Supervisor also imparts and supervises staff within the Residential Habilitation program.
The Medical Coordinator / Shift Supervisor works as a support to the Residential Manager in operating the program in compliance according to agency policy and state regulations, along with the supervision of the assigned workforce and their performance relations to program routines and medical and health care.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Employee must possess the ability to interact with individual and staff professionally and ethically, understand and implement service plans, and to complete all required documentation clearly, legibly in a timely manner. Must have a passion for and desire to work with people with intellectual disabilities and other physical or mental disabilities. Knowledge of basic human physical and psychological needs. Knowledge of simple health and safety precautions. Knowledge of simple nursing care, first-aid, behavior management, personal and environmental hygiene. Ability to write progress and behavior reports using a professional, objective style and voice. Ability to act as a liaison between program planning teams. Ability to use computers and other electronic equipment. Ability to interact with individuals, community members and other treatment team members. Ability to read and comprehend technical training manuals. Ability to follow written and oral instructions course of action. Ability to learn basic operation and maintenance of adaptive equipment. Ability to be supportive and patient. Ability to be a team player. Ability to observe, record and report participant's behavior, attitude, and physical condition. Ability to promote self-advocacy for individual during medical assessments. Ability to work extended day to day hours. Ability to prioritize conflicting deadlines. Ability to observe, record, and report participant's behavior, attitude, and physical conditions. Ability to obtain SCIP, First Aid/CPR certification and Medication Administration Training. Attention to detail and structured way of approaching tasks (well organized) to plan ahead and result oriented (proactive).
ESSENTIAL RESPONSIBILITIES:
1. Supervise and manage the day-to-day operations of a Residential Program, routinely in the morning however for all shift as directed. Ensure that staff are assigned to task, individual level of supervision, and activities according to the operational procedures.
2. Effectively communicate and support the organization's mission, vision, and values.
3. Responsible for monitoring and ensuring that daily documentation for individuals' programming is complete and accurate.
4. Ensuring goals are met in areas including client and family satisfaction, safety, quality, and team member performance.
5. Conduct compliance reviews of the medical and program records to ensure state and agency record and program compliance and monitors and reviews all general events and incidents and develops systems to ensure the health and safety of individuals. Identifying risks and developing corrective plan to avoid potential incidents.
6. Review all records and documentation prepared by the QIDP on a regular basis to ensure compliance.
7. Primary contact and communicate regularly with doctor's offices, medical staff regarding programming questions and health information.
8. Responsible for physical plant of the facility, which include daily morning walk-throughs of the facility, including but not limited to fire extinguisher/fire safety/smoke alarm checks, seasonal equipment checks (air conditioners, boilers, screens etc.), broken furniture, hazards, cleanliness; and noting any needed materials or items. Follow Maintenance Request Procedures and follow up to secure maintenance and repair services, as needed, as well as ensures that furnishings are appropriate, sufficient, and in good condition.
9. Ensure that program vehicles are maintained and monitor staff to ensure they are following driving procedures including completing the travel log.
10. Conduct Morning, Meal, and Medication Observation to ensure adequate supervision and that all safeguards and plans are followed and follow the Program Structured Procedures and ensure the Residential Habilitation program is adequately staffed, based on regulatory ratios; as well as implements residential schedules and procedures to ensure safety and organization.
11. Observes programming and mealtimes to ensure that individuals safeguards are followed, and the individuals are safe at all times according to their protective oversight plans and other plans.
12. Direct staff in planning and coordinating services designed to: teach individuals life skills necessary to establish and maintain their independence and increase individuals' participation in social and community-based activities, increase individuals' range of socially appropriate behaviors and habits to increase acceptance and integration in the community at large and assist individuals in maintaining health and safety skills.
13. Attends and participates in required meetings, staff development and training programs, services meeting, and agency wide management meeting.
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14. Work collaboratively with IDT team and provide effective communication to ensure adequate continuity of care and review all Interdisciplinary Team summaries/ reports and recommendations to ensure implementation and follow up.
15. Work collaboratively with the clinical teams to ensure the health and medical procedures to ensure residential services incorporates adequate attention, follow-up, and advocacy to ensure individuals receive quality health care.
16. Meet with the Registered Nurse weekly, schedule individual medical, dental, psychiatric, and all other clinical appointments, as needed. The weekly reviews must ensure all recommended follow-ups occur, as noted on clinical summaries, all prescribed individual medication stock is maintained, and stored properly and all First Aid, and personal hygiene supplies are available at all times and their inventory maintained.
17. Must accompany individuals on medical appointments in the community and advocate for individuals' utmost quality healthcare from medical practitioners.
18. At all times on duty must ensure that the individuals are appropriately dressed, groomed and safeguards are implemented, before leaving the residence.
19. Must ensure that all individual medications are administered as prescribed, and Medication Administration Records are accurately documented.
20. During the morning routine, ensure that lunches and snacks are taken for the day (program or community) and are appropriate to the individual prescribed diets and meal plans.
21. Uphold Direct Care Responsibilities when working with individuals, on shift or providing staff (Direct Care) coverage in the event of shortage.
22. At all times on duty must ensure that the individuals are appropriately dressed and groomed, before leaving the residence.
23. Ensure that individual body weights are taken weekly, and data is maintained.
24. Responsible that each individual has all required medical appointments scheduled and occur as ordered by the assigned nurse and to ensure all follow up is implemented. Should understand and should be able communicate and transcribe the physicians' instruction and ensure that the purpose of the visit has been addressed.
25. Maintain all Consultation Visit Summaries, ensure they are intact and able to be transcribed.
26. Maintain organized and well-kept medical records and medication administration records. Maintain proper filing in medical records, consultation review records and medication administration records.
27. Primary advocate to accompany individuals on medical appointments as necessary and be attentive and prepared to address all teams' recommendations and purpose of the visit.
28. Ensure that all medications are ordered timely and as ordered by the physician.
29. Effectively communicate with staff and management to ensure that all physician orders, such as but not limited to follow up, in home treatment, medication and follow up test and appointments occur.
30. Attend the appointment with the individual to ensure that all relevant information is relayed and there is a clear understanding of doctors ordered to be carried out and advocate for individuals at the medical appointment, ask relevant questions and be sure individual is as independent and self-advocating as possible. Must be present with the individual at all times during the medical appointment and advocate for the best medical services for the individual by health care personnel.
31. Maintain effective communication with physicians, doctors' offices, support coordinators, pharmacist to ensure that all medications are ordered and received accordingly. Ensure the physicians findings and consultation follow up sections are thoroughly completed.
32. Daily to ensure the Medication Administration Record is following OPWDD and agency compliance and ensure that all medications have prescriptions on file and available to staff for review. Along with management, be sure all medication administration equipment is in operational (such as blood pressure machines, thermometers, etc.) and all Medication Error Procedures are followed.
33. Monitor Medication Administration Stations to be sure that staff are able to administer medication in proper manners.
34. Covers the duties of and direct support on shift and/or leadership roles in the event of a vacant position or leave time.
35. Work on all other projects as assigned by the supervisor(s) and performs all other duties assigned.

• Associates Degree in the Human Service-related field (or equivalent credits), with six years' work experience in the OPWDD and serving the intellectually developmentally disabled population and at least three years in a supervisory role, or;
• High School Diploma/GED with ten years' work experience in the OPWDD and serving the intellectually developmentally disabled population and at least five years in a supervisory role, and;
• SCIP, AMAP, and CPR/First Aid certifications preferred and familiarity with OPWDD regulations. Employee must have a valid New York State Driver's License.
Preferred:
• Bachelor's Degree in the Human Service-related field, with five years' work experience in the OPWDD and serving the intellectually developmentally disabled population and at least 2 years in a supervisory role.
AMERICANS WITH DISABILITIES SPECIFICATIONS
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee will be required to sit, perform repetitive physical and mental activities, have face-to-face and telephone contact with individuals or teams, have telephone conversations, write letters and memos, use electronic mail, meet strict deadlines, work with others in a group or team, and work with external customers or the public. Job tasks are performed in close physical proximity to other people. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment:
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.