Incident Management Coordinator

Job Summary:

The Incident Management Coordinator is responsible for the oversight, coordination, and compliance of all incident reporting and investigation activities across ChildFirst programs. This position ensures that all incidents are properly reported, documented, and investigated in accordance with Pennsylvania Department of Human Services (DHS) regulations, including those under the Office of Children, Youth and Families (OCYF), as applicable. The coordinator serves as the agency’s primary liaison to the Home and Community Services Information System (HCSIS) and ensures all incidents are entered, tracked, and closed within required DHS timeframes.

Job Type: Full-time

Schedule: Monday - Friday: 8:30 AM - 5:00 PM

• May require after-hours or on-call availability for urgent incident response.

Pay: $85,000.00

Location:

• Primarily office-based with regular site visits to residential programs inPhiladelphia, Berks, Hatboro, Carbon, Lehigh, Wayne

Key Responsibilities:

• Essential Duties & Responsibilities: Incident Management & Reporting
• Receive, review, and manage all incident reports related to individuals served at CFS.
• Classify, document, and ensure accurate entry of incidents into HCSIS according to DHS guidelines.
• Monitor timelines for initial, follow-up, and final reports to ensure compliance with PA Chapter 3800 regulations and DHS Incident Management Bulletin #00-21-02.
• Ensure required notifications to licensing representatives, counties, and funding entities are completed within required timeframes.
• Coordinate the implementation of corrective and preventive actions and monitor for completion.

Investigations

• Initiate and oversee investigations of reportable incidents, including those involving abuse, neglect, serious injury, or rights violations.
• Ensure investigators are trained and certified per DHS Incident Management Training requirements.
• Review investigative reports for completeness, accuracy, and adherence to DHS standards.
• Submit final reports and supporting documentation in HCSIS and agency files.

Training & Support

• Provide ongoing training to staff and foster parents on incident identification, mandatory reporting, and documentation requirements.
• Conduct HCSIS user support and refresher sessions for staff to ensure proper data entry and timely compliance.
• Disseminate DHS updates, bulletins, and policy changes related to incident management.

Quality Assurance & Continuous Improvement

• Conduct periodic audits of incident reports, investigations, and follow-ups to identify trends, gaps, and training needs.
• Compile and present monthly and quarterly incident trend reports to leadership and Quality Management committees.
• Collaborate with program leadership to develop and implement quality improvement initiatives that promote safety and reduce incident frequency.
• Maintain all incident-related documentation in compliance with confidentiality and record retention requirements.
• Classify, document, and ensure accurate entry of incidents into HCSIS according to DHS guidelines.
• Monitor timelines for initial, follow-up, and final reports to ensure compliance with PA Chapter 3800 regulations and DHS Incident Management Bulletin #00-21-02.
• Ensure required notifications to licensing representatives, counties, and funding entities are completed within required timeframes.
• Coordinate the implementation of corrective and preventive actions and monitor for completion.

Qualifications:

• Bachelor’s degree in Social Work, Psychology, Human Services, or related field required.
• Master’s degree preferred.

Experience:

• Minimum 2–3 years of experience in foster care, group home, or residential program setting.
• Demonstrated experience using HCSIS for incident management and reporting (required).
• Knowledge of Pennsylvania’s 55 Pa. Code Chapter 3800 regulations.
• Experience with DHS/OCYF compliance and licensing processes preferred.

Skills & Competencies:

• Strong understanding of DHS incident management process and regulatory expectations.
• Exceptional organizational, analytical, and time-management skills.
• Excellent written and verbal communication.
• Ability to handle sensitive and confidential information with integrity.
• Proficiency with Microsoft Office Suite and HCSIS navigation.
• Ability to train, coach, and support staff effectively.

ChildFirst Services is e an Equal Employment Opportunity and Affirmation Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability or other applicable legally protected characteristics

We are a smoke-free and drug-free environment.*

#INDCF

Job Type: Full-time

Pay: $85,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Education:

• Bachelor's (Required)

Experience:

• Residential : 3 years (Required)
• HCSIS: 2 years (Required)

Willingness to travel:

• 75% (Required)

Work Location: In person

Salary : $85,000