Medical Coordinator

Job Title: Medical Coordinator Department: Nursing and Quality Services Reports To: Registered Nurse Trainer (RNT) Date: July 2026 Job Summary: The Medical Coordinator provides critical administrative support to the Registered Nurse Trainer (RNT) to ensure full compliance with Illinois Department of Human Services (DHS) Rule 116. This role focuses on the meticulous management of medical records, tracking of medication administration documentation, and maintaining the readiness of employee and individual files for state surveys as defined by Rule 116. Key Responsibilities: Rule 116 Compliance & Documentation Audit Readiness: Maintain and audit employee files to ensure they contain all Rule 116 requirements, including high school diplomas/GEDs, 8th-grade functional literacy (TABE) results, and current CPR/First Aid certifications. Authorized Direct Support Professional (ADSP) Tracking: Maintain the master tracker for ADSPs, ensuring all original medication administration tests, 8-hour training sign-in sheets, and Competency-Based Training Assessments (CBTAs) are accurately scanned and filed. Competency Tracking: Monitor and notify the RNT of upcoming annual re-evaluations and retraining needs for all authorized staff. MAR Oversight: Perform routine audits of Medication Administration Records (MARs) for missing signatures, documentation errors, or required indications for PRN medications and topical treatments. Medical Records Management Individual Service Records: Organize and maintain medical records for people supported, ensuring annual physicals, nursing assessments, Health Risk Screening Tools (HRSTs), and Self-Administration of Medication Assessments (SAMA) are up-to-date and signed by the RNT. Pharmacy Coordination: Assist the RNT in managing communication with pharmacy vendors (e.g., Tarrytown) and ensuring all new medication orders are properly uploaded to the eMAR system (Impruvon). Appointment Logistics: Coordinate the Residential Supervisors to ensure specialty medical appointments are scheduled and ensure follow-up consultation reports are obtained and reviewed by the RNT. Administrative & Quality Support Medication Error Reports: Assist in tracking Medication Error Reports and ensuring they are reviewed by the RNT within 7 days of occurrence. Inventory & Disposal: Support the RNT in maintaining an inventory of controlled substances and documenting the disposal of expired or unused medications in accordance with state regulations. Meeting Support: Prepare documentation for clinical review meetings, including summarizing patterns in medication errors or upcoming assessment deadlines. Qualifications and Experience: Experience: At least 2 years of administrative experience, preferably in a healthcare or human services environment. Technical Skills: Proficiency in electronic health record (EHR) systems (e.g., Therap) and electronic medication administration records (eMAR). Knowledge: Familiarity with Illinois Rule 116 and DHS standards for CILA programs is highly preferred. Competencies Attention to Detail: Ability to spot missing data or signatures in complex medical logs. Organizational Skills: Proficiency in managing large volumes of time-sensitive regulatory documents. Integrity: Maintaining strict confidentiality in accordance with HIPAA guidelines. Required to pass all background checks, upon hire. including the Illinois Health Care Worker Registry and DCFS CANTS. Must have a valid drivers license, proof of insurance, and insurable driving record that meets Vista Cares current driving requirements E-Verify verification must be completed Must have good interpersonal skills and consistently demonstrate effective decision-making abilities Fluency in oral and written English Proficient in MS Office and Business Google including the ability to effectively use electronic documentation software and office/IS equipment Scope of Supervision: None Education: High school diploma or GED equivalent required Working Conditions and Physical Requirements: Primarily office-based with occasional travel to residential programs for record audits. Ineligible for hybrid or work from home Ability to work primarily in an office setting and maintain regular, standard, office hours and attendance. Ability to bend, twist, lift, reach Ability to sit for long periods of time Must be able to give and receive verbal and written instructions in English #IND100