JOB PURPOSE: The Program Coordinator is responsible for the coordination, oversight, and regulatory compliance of assigned IDD programs. This role provides leadership and supervision to program staff, ensuring high-quality service delivery and adherence to contractual, regulatory, and organizational standards. The Program Coordinator supports individuals served through effective program planning, service coordination, and ongoing monitoring of service outcomes.

The position participates in developing and implementing unit policies and procedures, conducts monthly staff meetings, and prepares reports required to support billable services. The Program Coordinator completes monthly chart audits, provides coaching when needed, and oversees staff scheduling, training, and performance to ensure adequate coverage and quality supports. This role may also perform direct client services when necessary.

EDUCATION AND EXPERIENCE REQUIRED: Bachelor's in social work, Psychology, Human Services. Experience with HCS waiver service planning, documentation, and audits. Supervisory experience and knowledge of ISS operations/licensing. At least one year of experience working with individuals with intellectual and developmental disabilities preferred.

DEGREE AND/OR CERTIFICATION REQUIRED (IF APPLICABLE): BA/BS

DRIVING REQUIRED: Yes

KNOWLEDGE, SKILLS & ABILITIES:

1. Documentation & Writing Skills

• Strong spelling, grammar, and professional writing skills.
• Ability to write progress notes, assessments, brief mental status exams, memos, letters, and complex reports according to required standards.
• Ability to compose clear, accurate, and compliant documentation within established timelines.

2. Communication Skills

• Effective written and verbal communication skills.
• Ability to interact professionally with individuals from diverse cultural, ethnic, and socioeconomic backgrounds, as well as community agencies and organizations.
• Strong crisis response and interpersonal skills, including the ability to build rapport with clients, families, and staff.

3. Technical & Computer Skills

• Proficiency in Microsoft Office and Google Workspace applications.
• Ability to utilize electronic documentation systems and various software platforms for data entry, reporting, and service tracking.
• Ability to enter data accurately, perform basic calculations, and produce timely reports.

4. Program & Case Management Knowledge

• Knowledge of IDD waiver programs, including HCS and TxHmL, and applicable regulatory requirements.
• Familiarity with community resources and service providers relevant to the IDD population.
• Ability to manage multiple priorities, caseload responsibilities, and program tasks efficiently.

5. Professional Skills & Abilities

• Strong organizational, leadership, and problem-solving abilities.
• Demonstrated skill in using appropriate professional tools, interventions, and service coordination practices.
• Ability to exercise discretion, independent judgment, and work with considerable latitude.
• Ability to acquire and apply new skills as required by the role.
• Ability to complete all job responsibilities in a timely and accurate manner.

6. Physical Requirements

• Ability to perform all job duties, including home visits, lifting up to 55 pounds, walking on uneven surfaces, climbing stairs, and prolonged sitting or standing, with or without reasonable accommodation.

OTHER REQUIREMENTS OR CONDITIONS (specify):

• May be required to interact with individuals served, referral sources, outside agencies, and family members to determine needs and appropriate actions.
• Must hold a current and valid driver's license from the state of residence.
• Must maintain personal liability insurance when operating a personal vehicle for agency business and must be insurable under the Center's liability carrier when driving any vehicle for Center purposes.
• Must complete all required trainings during the month they are due and maintain compliance with ongoing training standards.
• May be required to participate in on call duties as assigned.
• Availability of a personal vehicle for business use is required.
• Work may occur in day programs, office settings, community locations, client homes, shelters, and temporary housing environments.
• Must successfully pass a pre-employment drug test and all background screenings required by the state and agency.
• Work environments may include clinics, schools, nursing homes, emergency rooms, client residences, and other community settings, with possible interaction with agitated or disruptive individuals.
• May be responsible for providing group services and/or crisis services as needed.
• Must be able to work flexible hours, including evenings, nights, weekends, and holidays, as program needs require.
• Must adhere to professional dress and appearance standards appropriate to the position and daily work activities.

Essential Tasks & Standards

1. Provide training, guidance, and supervision to staff regarding accreditation requirements, performance contracts, Texas Administrative Codes, and agency policies.

2. Oversee daily program operations, including scheduling, staffing coverage, workflow management, and maintenance of a safe, compliant facility environment.

3. Ensure documentation accuracy and compliance, maintaining records according to all regulatory, contractual, and agency standards, and participating in internal audits as assigned.

4. Implement and monitor Person-Directed Planning, ensuring services are coordinated, authorized, and delivered without complaints regarding missed or inadequate supports.

5. Develop, coordinate, and monitor meaningful activities, including life-skills training, socialization, community engagement, employment readiness, and special interest/seasonal events.

6. Monitor participant progress and ensure program services align with individual goals, support needs, and service plans, communicating regularly with families, case managers, and stakeholders.

7. Respond to behavioral, medical, or safety incidents and complete required reporting while ensuring adherence to emergency and environmental safety requirements.

8. Maintain program inventory and materials, ensuring accurate tracking, timely requisitions, and proper disposal of unusable equipment in accordance with agency procedures.

9. Participate in policy and procedure development, staff meetings, training activities, and collaborative problem-solving to support overall program effectiveness.

10. Provide direct care or group services as needed, modeling exemplary service delivery and assisting staff to ensure all individual needs are met.

Work Behaviors & Standards

1. Attendance & Reliability:
Maintains regular and punctual attendance to ensure reliable and consistent coverage within the assigned area. Arrives and departs according to established schedules and demonstrates flexibility in adjusting work hours when program needs require. Schedules planned absences in advance whenever possible and adheres to all Center policies regarding leave usage, absenteeism, and tardiness.

2. Professional Conduct with Individuals Served:
Interacts with individuals in a supportive, respectful, and therapeutic manner that promotes dignity, emotional well-being, and a person-centered environment.

3. Collaboration & Teamwork:
Works cooperatively and professionally with coworkers, supervisors, families, external partners, and the public to support a workplace culture of respect, dignity, and teamwork aligned with the Center's mission.

4. Effective Use of Work Time:
Manages work time efficiently and prioritizes responsibilities to ensure all assignments are completed accurately, thoroughly, and within designated timeframes.

5. Training & Compliance:
Complies with all Center training requirements, including safety, infection control, and other mandatory Staff Development objectives. Maintains all required trainings and certifications in a current and active status.

6. Regulatory Adherence:
Follows all Center policies and procedures, as well as applicable requirements of HHSC, CMS, Texas Administrative Code, CARF, contract obligations, and other regulatory agencies governing service delivery.

7. Confidentiality:
Maintains strict confidentiality regarding individuals served, records, personnel information, and all other sensitive data in accordance with Center, state, and federal regulations.

8. Ethical & Compliance Standards:
Performs all job duties in accordance with the Center's Compliance Program, demonstrating integrity, ethical conduct, and adherence to organizational standards at all times.

Supervision & Leadership Behaviors

1. Employee Onboarding & Hiring:
Oversees onboarding of new employees, including submitting position requisitions, conducting interviews, and completing all hiring steps in alignment with Human Resources policies and procedures.

2. Performance Evaluation & Feedback:
Conducts timely, fair, and meaningful performance evaluations for assigned staff. Ensures evaluations reflect accurate assessment of performance, provide constructive feedback, and outline opportunities for growth.

3. Staff Training & Development:
Schedules and monitors staff participation in mandatory trainings to ensure compliance with required competencies. Promotes ongoing professional development and supports staff in acquiring new skills that enhance service delivery.

4. Performance Monitoring & Coaching:
Monitors program and staff performance using established reporting tools and metrics. Provides ongoing coaching, corrective feedback, and support to ensure staff meet all productivity, contract, and service quality expectations.

5. Schedule, Attendance, & Leave Management:
Manages staff schedules, attendance, and punctuality. Ensures accurate and timely submission of time records and supports staff in appropriately using earned leave while maintaining adequate program coverage.

6. Communication & Accessibility:
Maintains regular, open communication with assigned staff and remains accessible for support, guidance, and problem-solving. Ensures staff are informed of departmental updates, policy changes, and Center wide communications.

7. Application of Disciplinary and Performance Improvement Processes:
Applies the Center's performance improvement and disciplinary procedures consistently and according to policy. Utilizes a plus one approach to minimize risk and promote positive staff accountability.

8. Policy Compliance & Leadership Modeling:
Ensures all direct reports understand and follow Center policies and procedures. Models' ethical behavior, professionalism, and adherence to regulatory and organizational expectations.

9. Service Observation & Quality Assurance:
Observes service provision by direct care staff at least once annually and within 30 days before completing any employee performance evaluation. Documents observations using the Clinical Supervision Form and provides feedback to improve quality of care.

10. Team Support & Leadership Presence:
Promotes a supportive and collaborative work environment. Encourages teamwork, problem-solving, and respect among staff while maintaining a leadership presence that fosters trust and accountability.

POSITION COMPONENT

WORKING POSITION TITLE (i.e., Case Manager, Accounting Clerk, Eligibility Specialists) Waiver Program Coordinator & Day Program Supervisor

SPECIFIC POSITION FUNCTIONS: (i.e., overnight work, works with children, homeless, in a hospital setting, offenders)

Job Functions Specific to the Waiver Program Coordinator

1. Ensure compliance with HCS and TxHmL program rules, including all service definitions, required documentation standards, billing guidelines, and HHSC regulations.

2. Develop and maintain all required service-planning documents, including annual and revised IPCs, IPs, ID/RCs, ICAPs, assessments, individual profiles, and related updates within mandated timelines.

• Requests provider assessments 60?90 days prior to IPC expiration.

• Coordinates IPC revisions within 14 days when service needs change.

3. Participate in and facilitate IDT and PDP meetings, collaborating with LIDDA staff, RN, Behavior Support Provider, service providers, and other IDT members to ensure services align with the individual's goals and preferences.

4. Conduct ongoing service monitoring, including:

• Monthly face-to-face contact with each assigned individual.

• Quarterly home and/or community monitoring to ensure HHSC Health & Safety compliance.

• Review of progress notes, data collection, service utilization, and staff implementation of the IP.

• Ensuring all services on the IPC are reflected in the IP with individualized, measurable strategies.

5. Manage incident and regulatory reporting requirements, including Serious Incident Reports (SIRs), Abuse/Neglect/Exploitation (ANE) reports through DFPS, Administrative Death Reviews, and all required follow-up or corrective actions.

6. Coordinate adaptive aids, dental services, and minor home modifications, including obtaining bids, verifying service eligibility, and ensuring compliance with HCS/TxHmL billing guidelines and Center procedures.

7. Maintain Medicaid and financial eligibility requirements, including:

• Monitoring trust fund balances and authorizing appropriate disbursements.

• Ensuring eligibility is not jeopardized by excess balances or unreported changes.

• Completing TMHP suspensions within one business day when required (e.g., hospitalization, incarceration, NF admission).

8. Ensure timely communication of changes, including notifying the LIDDA Service Coordinator and SSA of any changes in service needs, residence, wages, marital status, or temporary suspensions within one business day.

9. Maintain accurate, timely documentation, including:

• Submitting required documentation to Support Staff within established timeframes.

• Entering all service activity into electronic systems (e.g., Netsmart) according to Center deadlines.

• Responding to messages, concerns, and follow-up needs within one business day.

10. Conduct annual required reviews, including evaluations of:

• Legal status

• Finances

• Restraint, Rights, and Supervision

• ID/RC

• Environmental and accessibility assessments for all assigned individuals

11. Perform ICAP assessments as required when skills/behaviors do not match the assigned LON, within three years of enrollment, and every third year thereafter, ensuring compliance with unit guidelines.

12. Provide crisis intervention and ensure continuity of services, working collaboratively with team members, families, and providers to address urgent needs and prevent service disruption.

13. Support coordination with all service providers by sharing relevant assessments, reports, evaluations, and updated documentation; providing specialized training; and ensuring providers have the information needed to implement services correctly.

14. Act as an advocate for individuals, ensuring informed choice, encouraging self-determination, promoting rights, and supporting individuals and LARs/AIPs in navigating service processes.

15. Support the efficient operation of the IDD Unit, engaging in teamwork, assisting coworkers as needed, and maintaining positive working relationships across programs and departments.

Job Functions Specific to Day Program Supervisory Duties

1. Oversees daily operations of the Day program, ensuring all services comply with HHSC Day Program standards and are delivered according to agency policies and procedures.

2. Trains, supervises, coaches, and evaluates Day Program staff/DSPs to ensure proper implementation of support strategies, accurate documentation, and high-quality service delivery. Provides additional guidance as needed to maintain staff competency.

3. Develops and implements meaningful, goal-oriented daily activities that align with individuals' Person,Directed Plans (PDP), desired outcomes, and individual Implementation Strategies. Ensures activities support skill development, socialization, and community engagement.

4. Monitors all Day Program documentation, including daily service logs, progress notes, attendance records, and data collection to ensure accuracy, completeness, and compliance with billable/non-billable service requirements.

5. Ensures the Day Program environment meets all safety and regulatory requirements, including Life Safety Code compliance, infection control procedures, emergency preparedness drills, and routine facility safety checks.

6. Oversees implementation of Behavior Support Plans, PBS plans, and any rights restrictions, ensuring staff follow behavior protocols correctly and consistently. Provides corrective coaching when deviations occur.

7. Assesses and assigns appropriate staff-to-individual supervision ratios, ensuring 1:1, 1:2, 1:8, or other supervision requirements are met based on each individual's needs and support level.

8. Coordinates community inclusion opportunities, ensuring outings are meaningful, safe, and consistent with HCS/TxHmL community integration standards. Supports transportation planning as needed.

9. Maintains documentation for HHSC licensing reviews and audits, including utilization reviews, financial accountability reviews, and other regulatory monitoring. Ensures files and records are audit ready at all times.

10. Implements Person-Directed Planning within the Program setting, ensuring authorized services are consistently provided and that no substantiated complaints exist regarding missed or inadequate delivery of authorized supports.

11. Provides exemplary direct care services when necessary, modeling expectations for staff and ensuring individuals receive appropriate assistance in alignment with center/unit procedures.

12. Assigns newly referred individuals to appropriate classrooms and staff, ensuring smooth entry into the program, proper orientation, and correct implementation of their support plans.

13. Plans and coordinates special interest groups and seasonal activities, both onsite and in the community, promoting engagement and meaningful participation among individuals served.

14. Maintains accurate inventory of program materials and supplies, preparing requisitions as needed to ensure classrooms are stocked and no activities are canceled due to lack of materials. Performs scheduled blind inventories and ensures proper disposal of unusable items.

15. Supports coworkers and Day Program staff to meet individual needs, stepping in as needed to resolve issues, assist with coverage, or provide hands-on support.

16. Responds to customer needs with professionalism and urgency, maintaining positive consumer satisfaction ratings and addressing concerns promptly.

17. Communicates regularly with the Associate Director of IDD Provider Services or designee, providing updates on program accomplishments, needs, challenges, and operational concerns, and offering recommendations when appropriate.

Position Component

• Completes customer contracts.
• Ensures work center employees timesheets are accurate and submitted as required.
• Monitors services provided by private Day Habilitation sites in the community.
• Ensures that all documentation for individuals in outside program areas is completed accurately.