Program Coordinator

DescriptionThe Day Services Program Coordinator is responsible for coordinating person-centered planning, regulatory documentation, admissions support, interdisciplinary communication, and quality assurance activities that ensure the delivery of high-quality Day Services. This position serves as the primary coordinator for Life Plan implementation, Staff Action Plans, documentation compliance, Medicaid billing readiness, Precision Care record integrity, and person centered service coordination. The Coordinator partners closely with program leadership, nursing, clinical staff, Care Managers, families, and interdisciplinary teams to ensure services meet OPWDD regulations, agency standards, and each individual's personal goals. This role is highly collaborative and does not supervise staff, but provides technical guidance, coaching, and support to ensure consistent implementation of person-centered services across the program.

Essential Functions and Primary Responsibilities of Position

Person-Centered Planning

Coordinate all Life Plan activities ensuring services remain person-centered and compliant. Ensure

• Annual Life Plans
• Semi-Annual Reviews
• Staff Action Plans
• Valued Outcomes
• Safeguards
• Community Inclusion Plans remain current and accurately reflect individual needs.

Review Staff Action Plans for

• measurable outcomes
• implementation strategies
• documentation quality
• alignment with Life Plans
• CQL outcomes
• regulatory requirements
• Ensure revisions are completed timely.

Documentation & Compliance

Serve as the program expert for documentation quality. Review documentation for

• Monthly Summaries
• Staff Action Plans
• Community Inclusion Documentation
• Progress Notes
• Goal Tracking
• Behavioral Documentation
• Attendance Documentation Monitor Precision Care to ensure:
• required documentation is complete
• signatures obtained
• timelines met
• records uploaded
• documentation supports billing requirements
• Identify deficiencies and coordinate timely corrections.
• Maintain documentation trackers.
• Support audit readiness at all times.

Quality Assurance

Conduct routine documentation audits. Monitor compliance with

• OPWDD regulations
• Medicaid standards
• QA expectations
• Track corrective actions.
• Monitor trends
• Recommend process improvements.
• Assist leadership during internal and external audits.
• Participate in mock surveys and readiness reviews.
• Support implementation of corrective action plans.

Admissions & Transitions

Coordinate documentation for

• new admissions
• transfers
• discharges
• Prepare initial Staff Action Plans.

Coordinate with

• Intake • Nursing • Clinical • Care Managers • Families

Ensure timely onboarding documentation.

Interdisciplinary Coordination Participate in

• Clinical Meetings
• Medical Meetings
• Life Plan Meetings
• Team Meetings
• Coordinate follow-up on recommendations.
• Ensure recommendations are implemented and documented.
• Communicate changes promptly with interdisciplinary partners.

Individual Advocacy

Promote person-centered practices.

Ensure services reflect

• preferences • strengths • interests • community goals • meaningful outcomes

Support Individuals in achieving valued outcomes.

Precision Care Management

Monitor electronic records for accuracy. Ensure

• Life Plans
• LCED/LOC
• Medical documentation
• consents
• assessments
• required forms are current.
• Maintain documentation integrity.

Regulatory Compliance

Support ongoing compliance with

• OPWDD regulations
• Medicaid requirements
• HIPAA
• Justice Center requirements
• Incident reporting requirements
• Agency policies
• Immediately report compliance concerns.

Program Support

Assist leadership with

• program improvement initiatives
• quality projects
• survey preparation
• performance improvement activities
• operational projects

<span style="display:block