Program Coordinator

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The Program Coordinator plays a key role in our organization.  Their responsibilities include, but not limited to developing, implementing and coordinating the supports and service plans for persons with mental health issues, traumatic brain injuries, chemical dependencies and related conditions.  The coordinator is responsible for overseeing the overall functioning of the house, supervision of staff, and coordination and communication provided to the residents in the home; to staff; to outside agencies, physicians, family members and others as identified.

Qualifications:
Qualified candidates should have a 2 or 4 year degree in a health related field, and at least 2 years of experience as a Coordinator or Manager of a foster home or residential setting OR in lieu of a degree, five years of experience as a Coordinator or Manager.  The coordinator should have experience and working knowledge of the rules and regulations governing adult foster homes as well as licensing requirements.  This individual must have supervisory experience with proven skills in problem solving , decision making; ability to multi-task, prioritize and delegate; work with a team approach, providing leadership and support, demonstrating integrity and professional boundaries;  the ability to exercise discretion and maintain effective working relationships with residents, employees, families, case managers and other professionals using excellent written and verbal communication skills.

DUTIES AND RESPONSIBILITIES:
PROGRAM

• Coordinate with team members to complete and review resident's individual service plans
• Develop with team members resident’s individual goals and implementation strategies
• Ensure that resident goals are followed as written and these goals are reviewed quarterly
• Assist in completing quarterly and annual reports
• Monitor resident progress toward goal achievements or lack thereof
• Monitor residents narrative notes and other documentation forms
• Monitor all incident reports and forward to case manager, guardian and administration.  File in resident's record as appropriate.
• Monitor all correspondence in regards to the residents to insure prompt response when needed
• Arrange meetings with interdisciplinary team and complete reports as needed
• Facilitate with other team members quarterly and annual resident meetings
• Ensure that fire drill exercise are completed on a quarterly basisEnsure that Tornado drill exercise are completed and recorded on a quarterly basis April-October
• Coordinate admission with nurse and other staff
• Answer phone, return messages and emails  in a timely manner

DOCUMENTATION

• Ensure that all documentations are properly done and file in resident records, including the following:
• incident/accident reports
• Medication documentation
• Medical Appointments
• Narrative notes
• Service Plans
• Outcomes
• Chart forms
• Quarterly and Annual  reports

MEDICAL

• Monitor medication and ensure that resident has at least I week of medication supplies at all times
• Order medications as needed
• Monitor resident medication side effect
• Communicate with resident’s legal representative, case managers and physicians regarding resident's  health status, medication changes, and side effects as needed   
• Schedule all medical and psychiatric appointments and ensure that resident attend scheduled appointments.
• Transport or arrange transportation for resident appointments
• When resident is scheduled for medical or therapy appointment, insure that medical forms are completed and appropriately filed.

COMMUNICATION

• Communicate regularly with case managers; therapist and family members (email CM, guardian, etc. at least monthly with an up-date).
  1. Maintain communication with staff and residents to ensure continuity of care and adequate programming
  2.  Address any concerns brought to the attention of the Coordinator in a timely manner with the appropriate sources
• Schedule and coordinating monthly house team meetings
• Ensure that staff adequately document all pertinent information  in the resident’s books and communication book as needed. 
• Monitor that all staff is initialing that they had heard all notes in both resident’s books and communication book

STAFF SUPERVISION

• Overall supervision of staff
• Monitor staff performance and follow up on Job Performance Corrections
• Provide problem resolution with staff regarding performance issues, provide prompt feedback regarding concerns and/or positive job performance
• Provide role modeling for staff
• Provide timely performance review with staff
• Participate in the hiring of new staff
• Schedule and document all staff  in-service training and make copies of training available to the quality       assurance staff for proper record in the staff personnel file
• Responsible for the orientation and ongoing training of staff
• Monthly staff schedules
• Monitor staff schedule and ensure each staff work their shift
• Monitor and approve staff exchanges
• Report to administration any concerns regarding staffing needs or issues
• Up-date staff phone list as needed
• Time cards
• Coordinate Pick-up and distribute pat checks
• Fill in when needed if a shift is vacant or someone calls in
• Be available for “on-call” responsibility
• Attend core meetings
• Attend monthly staff meeting – co-facilitate with other staff.

PHYSICAL ENVIRONMENT

• Maintain a safe and well maintained residence
• Insure all maintenance is reported and completed in a timely manner
• Communicate any safety and/or physical concerns to administration in a timely manner
• Insure all internal and external upkeep is completed in a timely fashion
• Ensure that there is sufficient food in the house
• Ensure safety of residents and staff members
• Perform monthly inspection of company vehicles and arrange repairs/oil changes as needed
• Order supplies
• Change batteries in smoke alarms
• Make  staff cleaning sheet and monitor
• Check first aid kits and replace supplies as needed both house and van
• Coordinate fire extinguisher up-date

LICENSING

• Maintain up to date knowledge of licensing requirements for foster care, GRH and waivered services
• Maintain the standard of licensing requirements and monitor compliancy of licensing standards
• Schedule and coordinate all re-licensing activities for each home as required

OTHER

a)   Assist with other duties as assigned 
b)   Flexibility with the ability to delegate as needed
c)   Must have a reliable vehicle and current car Insurance - transport resident’s in own vehicle as needed
d)   Assist with Workman Comp Insurance as directed by administration
f)   Represent the Company in a professional manner