NHTD/TBI Staffing Coordinator

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Title: Staffing Coordinator

Reports To: Director, NHTD/TBI

Supervises: N/A

Up to 65k annually

JOB SUMMARY:

The Staffing Coordinator – NHTD/TBI Services is responsible for coordinating and maintaining appropriate staffing for participants enrolled in New York State's Nursing Home Transition and Diversion (NHTD) and Traumatic Brain Injury (TBI) Medicaid Waiver Programs. This position works collaboratively with Account Managers, Service Coordinators, Human Resources, Clinical Operations, and Recruitment to ensure qualified staff are assigned to participants in a timely manner while maintaining compliance with New York State Department of Health (DOH) regulations and agency standards.

The Staffing Coordinator serves as the central point of communication for staffing requests, participant assignments, schedule coordination, and workforce planning to ensure continuity of care and exceptional participant outcomes

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Coordinate staffing for all NHTD and TBI participant referrals and active cases.
• Match qualified staff to participants based on skills, location, availability, language preferences, and participant needs.
• Partner with Recruitment and Human Resources to prioritize hiring based on staffing shortages and program growth.
• Maintain communication with Account Managers, Service Coordinators, Clinical Operations, and referral sources regarding staffing status.
• Monitor open cases and proactively identify staffing gaps to minimize service delays.
• Coordinate participant start-of-service dates with all interdisciplinary team members.
• Maintain accurate staffing records within agency scheduling and electronic record systems.
• Assist with employee onboarding by ensuring all required credentials, training, and compliance documentation are completed before assignment.
• Verify employee eligibility to provide waiver services based on program and agency requirements.
• Collaborate with Human Resources to monitor employee compliance, license expirations, background clearances, and required trainings.
• Respond promptly to staffing emergencies, schedule changes, employee call-outs, and participant service interruptions.
• Coordinate replacement staffing to ensure uninterrupted participant services.
• Monitor staffing utilization and productivity while supporting efficient workforce allocation.
• Prepare staffing reports, vacancy reports, and workforce metrics for leadership.
• Maintain compliance with New York State Department of Health regulations, Medicaid Waiver requirements, and agency policies.
• Participate in quality improvement initiatives designed to improve staffing efficiency and participant satisfaction.
• Perform other duties as assigned.

• Bachelor's degree in Healthcare Administration, Human Resources, Business Administration, or a related field preferred.
• Minimum of 2-3 years of staffing, scheduling, healthcare operations, home care, or care coordination experience.
• Experience working within the NHTD and/or TBI Waiver Programs or Home and Community-Based Services (HCBS) preferred.
• Working knowledge of New York State Department of Health regulations and Medicaid Waiver programs preferred.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written, verbal, and interpersonal communication skills.
• Strong analytical and problem-solving abilities.
• Proficiency with Microsoft Office Suite and scheduling or electronic medical record software.
• Ability to maintain confidentiality and handle sensitive participant and employee information

Requirements:

• Ability to coordinate multiple staffing requests simultaneously.
• Strong critical thinking and decision-making skills.
• Exceptional organizational and follow-up abilities.
• Ability to work effectively in a fast-paced healthcare environment.
• Demonstrated customer service skills with participants, families, and staff.
• Ability to build collaborative working relationships across departments.
• Strong attention to detail and documentation accuracy.
• Reliable transportation, if travel between office locations is required.

Always Compassionate Health is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Always Compassionate Health are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, creed, national, social or ethnic origin, political viewpoint, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, protected veteran status, citizenship status when otherwise legally able to work, or any other status protected by the laws or regulations in the locations where we operate.

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