GENERAL AGREEMENT
Administrative Office Hours Monday Friday from 8:30am to 5:00pm
Expected Performance: All PCS Program Coordinators are expected to maintain a schedule of their activities for review at any time by the Program Director, CEO and/or President of PCS. This schedule should include supervision and coordinating activities as outlined by the job description below.
Confidentiality: The Program Coordinator agrees that any information obtained about PCS, State, PCS employees or the individuals it serves is considered trade property of PCS and in many cases, is legally protected by confidentiality policies or laws. The PC agrees that the transfer of information to any parties inconsistent with PCS or state policy will be a violation of this agreement. The PC further agrees that due to their position and access to information they, upon terminating employment from PCS for any reason, will not discuss any information gained about PCS’s individuals, employees or management practices, or recruit PCS individuals or prospective individuals without PCS’s written consent, except as provided by law.
Transportation: PCS reimburses for mileage at a rate of $0.60 per mile. Odometer readings, totals and description (address stop/start, reason for trip) of the trip must be on the mileage sheet turned in; also, mileage must be split or summarized by individual served. Proof of current insurance, valid Oklahoma driver’s license and registration pursuant to Oklahoma code must be on file in the PCS office for mileage to be paid.
JOB DESCRIPTION SUMMARY
Reports To: Director of PCS
DOL Classification: Administrative Exemption
Scope
The primary duty of the Program Coordinator is to supervise and coordinate all consumer programs and PCS staff as defined by State, DDS and PCS agency policies and procedures for the caseload as assigned by PCS Program Director or CEO. The following are examples of duties relating to these functions but should not be interpreted as the only duties:
Duties of the PCS Employee/Program Coordinator
1. Provide supervision and coordination for a number of community programs. _____
Supported Living, Agency Companion, Specialized Foster Care, DLS, In Home and In-Home Supports waiver homes and programs.
2. Directly supervise Residential Supervisors (House Managers) and Direct Care staff (HTS) in consumer homes for which a House Manager is not identified. _____
Ensure house managers are completing job duties as assigned. Follow up and provide necessary training for deficiencies or performance issues noted. Provide recognition for positive outcomes; recognize a job well done.
3. Arrange proper staff coverage for consumer homes; ensuring staff are trained as required per the Individual Plan, State, DDS and PCS agency policies prior to working in a consumer home. _____
Ensure homes supervised are working a schedule which utilizes all approved service authorizations.
Review training and in-services for all homes supervised; ensuring that all HTS are trained as required.
4. Provide staffing coverage in consumer homes when no suitable, appropriately trained staff can be located to provide coverage. _____
Fill the shift in person if a suitable replacement cannot be identified.
5. Recommend to the Program Director the hire and termination of staff which he/she is responsible. _____
Complete face to face interviews with all prospective applicants.
Monitor and address performance issues regularly. Attempt training and counseling to correct performance issues.
Provide written documentation of any performance issues or training provided to the employee supervised for review by the Program Director.
6. Complete performance reviews for staff supervised at 90 days of hire and annually thereafter. _____
Informal reviews of employees’ strengths and weaknesses are acceptable forms of review.
7. Act as a resource and positive mentor for all PCS staff. _____
8. Assure all consumer homes are in compliance with PCS standards and DDS contract standards; including prompt resolution of Quality Assurance citations. _____
Report environmental issues or household repairs needed to the appropriate personnel (landlord, Premier or guardians) for follow up.
Correct audit deficiencies within one week of findings for non-critical issues and critical issues immediately.
9. Assure accurate record keeping of all consumer records in both the consumer home and PCS offices. _____
Timely file all required documents in the consumer records.
Ensure required documents are present in the home records; reviewing the record at least one time monthly during site visit. Document findings on site visit report.
10. Pre-plan for all meetings for each consumer; to include IT and IP meetings. _____
Complete accurate unit requests and submit to appropriate PCS personnel for review prior to IP meetings and/or final submission to case management.
Request financial agreements/budgets from accounting department prior to IP meetings.
Ensure all consents, units requests and annual orders are received at IP meetings as required.
11. Coordinate services for consumers as required per the Individual Plan. _____
Follow up on Annual Health Review recommendations by the DDS Nurse; ensuring that recommended medical appointments are completed as required.
Review all IP’s when received to ensure the plan reflects accurate responsibility and reporting.
Ensure all assigned staff are in-serviced on the current plan within one week of the plan starting for all current HTS.
12. Interface appropriately with all team members involved in the consumer’s needs. _____
Maintain regular, professional communication with guardians, case managers, and professionals. Provide updates and address concerns throughout plan year to update the team members on progress.
13. Assume the duties of Health Care Coordinator or back-up Health Care Coordinator as needed. _____
Attend medical appointments as needed. Monitor medications and follow up on health concerns.
14. Complete site visits monthly to consumer homes as required. Submit site visit reports to supervisor immediately following each visit. Signature of staff on duty at time of PC visit required. _____
Document all site visits on the tracking sheet provided by Program Director to ensure appropriate number of visits are tracked and completed.
Request assistance of supervisor if an emergency arises and visits cannot be completed.
15. Complete and submit quarterly consumer reports by the 10th of each quarter to the DDS Case Manager and PCS Program Director; ensuring the report reflects current consumer IP outcomes and information at completion. _____
Consumer personal fund balances are to be included in quarterly report for all individuals which Premier acts as representative payee; including balance and plans for spending down the funds.
16. Complete consumer goals and/or data collection within seven working days of receiving the consumer’s annual individual plan; providing documentation to consumer home for accurate tracking and completion by assigned home staff. _____
Includes follow up with professionals to ensure that the appropriate data collection for services is present in the homes of the individuals served.
Master copy of data collection (blank) to be maintained in office record.
17. Notify the appropriate personnel when an incident occurs (APS, OCA, DDS On-Call, CM, PCS Program Director, Guardian), ensuring an incident report is completed and submitted through Provider Reporting within the required timeframes. _____
Includes establishing guidelines with home staff supervised to ensure reports are received in a timely manner regardless of day/hour incident occurs.
Communicate the incident appropriately, ensuring that follow up is included.
18. Monitor home budgets, staffing patterns and overtime; to include staff working multiple homes and incurring overtime. _____
Monitor home schedules to ensure staffing levels are met; adjusting the schedule to meet current authorizations as needed.
Submit new staffing schedules to Program Director any time a staffing schedule changes within any home supervised directly or indirectly.
19. Review all PCS internal reports (i.e., WIP, Expiring Authorization/POC, Overtime, etc.) as received provide timely follow-up to ensure appropriate action is taken where applicable. _____
All units identified on the WIP report are to be reviewed and summarized with justification and requests submitted to case management with 3 working days.
All requests for write offs are to be documented with follow up notes (dates/responses) and primary reason for loss to Program Director to present to President for approval.
20. Review timesheets for accuracy. Ensure hours worked and training attendance are accurate and within the budgeted hours for each home. _____
Review staff timecards daily for accuracy; follow up with employee when corrections are necessary.
Approve staff timecards weekly to ensure payroll is processed correctly and timely.
Ensure all PTO requests are signed by the employee, clearly identify hours to be paid and are attached to the appropriate timesheet for payment to occur.
Ensure all training verification is provided to payroll for payment to occur.
21. Review staff and/or consumer mileage reports for accuracy (actual miles driven). Ensure miles submitted are within the budgeted amount for each consumer. _____
Provide follow up to employees when discrepancies are noted or mileage requires correction.
Follow up with additional unit requests when remaining mileage units will not meet the needs of the remainder of POC.
22. Assure petty cash funds are dispersed appropriately for the consumer. Review receipts during site visits; ensuring purchased items are present, coded accurately and that cash and receipts balance. _____
Immediately address any purchase which is not appropriate for petty cash; ensuring individuals are reimbursed in a timely manner when necessary.
Recommend increase or decrease in allotted petty cash amounts when funds are regularly insufficient for needs or excess funds are turned in regularly.
23. Ensure each consumer receives and maintains all benefits to include, but not limited to housing, food stamps (where applicable), social security, Medicaid and/or Medicare. Report all earned/unearned income to appropriate program personnel as required. _____
Reviews should be completed within three (3) working days of receipt of request.
Individual funds should be monitored regularly and maintained under $2000 to ensure continual services for all individuals served.
24. Monitor individual consumer finances. Assure dispersed personal funds are used only for approved purchases. Receive receipts and remaining cash returned; depositing any returned monies into bank within forty-eight (48) hours of receipt. Reconcile individual consumer personal funds against financial statement monthly by the 10th and provide to Accounting department for review. _____
Ensure guardians receive copies of monthly finances by the 10th as well.
Provide copy of any/all deposits made into consumer personal accounts to Accounts Payable within 24 hours of deposit to ensure personal account balances are maintained accurately.
25. Maintain contact with consumer’s parent(s) and/or guardian(s) at least monthly. _____
Maintain a log of guardian communications for review by Program Director as requested.
Communicate issues/concerns to Senior PC and/or Program Director as information is received.
26. Be on call via PCS provided cellphone twenty-four (24) hours a day unless otherwise arranged and approved by your supervisor(s). Ensure after-hour emergency calls are returned within 20 minutes. Non-emergency calls should be returned no later than the next working day. _____
Phone is to be powered on, charged and accessible at all times.
PCS calls should always be answered during normal business hours regardless of emergency/non-emergency status.
27. Respond to email, voicemails and requests within a timely manner. _____
PCS cell phones are provided to allow employee access to email while outside of the office.
28. Complete assigned duties within the established timeframes. _____
Duties assigned are communicated with an expected timeframe for completion to ensure information is received and processed as required.
Expected timeframes are to be met unless an emergency occurs, it has been communicated to the Senior PC and/or Program Director and a new timeframe or deadline has been communicated for the specific occurrence.
29. The PCS Director, CEO and/or President shall delegate further responsibilities at his/her discretion. _____