Healthcare Coordinator

JOB TITLE:  Healthcare Coordinator

EMPLOYER:  Path2Freedom

DEPARTMENT:  Programs

REPORTS TO: Program Director 

SUMMARY:

The Healthcare Coordinator coordinates resident healthcare needs across Path2Freedom’s Safe Houses, including appointments, medication processes, healthcare documentation, and staff training to support continuity and quality of care while serving as the primary point of contact for resident healthcare needs. The Healthcare Coordinator works collaboratively with residents, staff, healthcare providers, pharmacies, DCF Healthcare Coordinator, and the program team to support continuity and quality of care. This position requires regular travel between program locations and healthcare providers.

Path2Freedom’s residential program operates within a family-style model of care and an evidence-based, trauma-informed framework. The Healthcare Coordinator ensures healthcare practices align with the organization’s Christ-centered identity in ways that are invitational and compliant with resident rights, court orders, and licensing requirements.

DUTIES AND RESPONSIBILITIES:

• Schedules, coordinates, and transports residents to medical, dental, vision, and other healthcare appointments and maintains appointments on program calendars. May require use of personal car when company vehicles are not available 

• Ensures appointment documentation, provider recommendations, medication changes, and follow-up needs are accurately documented in Apricot and communicated to appropriate staff

• Coordinates prescription refills and medication pickups and serves as the primary point of contact for resident healthcare-related needs and concerns

• Completes an initial healthcare review for new residents and conducts biweekly healthcare check-ins with residents

• Prepares and maintains each resident's healthcare/emergency "red binder" and required copies for designated program locations and vehicles

• Reviews medication administration documentation in Apricot weekly and follows up with staff to correct missing or inaccurate documentation

• Conducts weekly medication counts at both Safe Houses and reconciles medication inventory with Apricot records

• Trains new staff in medication administration procedures and provides annual refresher training

• Completes medication error reports and provides appropriate staff follow-up and education

• Fosters Path2Freedoms Christ-led approach to navigating potentially triggering situations with residents, such as offering prayer or praying with residents who request it

• Maintains accurate and confidential healthcare and medication records in accordance with Path2Freedom policies and applicable requirements

• Ensures access to insurance for all residents, updating PCP with the State, and identifies billing contacts/departments for uninsured children

• Responsible for healthcare portions of the annual program budget in collaboration with the Finance Department and Program Director

• Attends All-In Meetings and collaborates with the program team regarding resident healthcare needs

• Participates in the program's on-call rotation

• Performs other related duties as assigned by management

SUPERVISORY RESPONSIBILITIES: This position does not directly supervise employees. Provides training, guidance, and follow-up to staff regarding medication administration and documentation requirements.

QUALIFICATIONS:

• Registered Nurse (RN) preferred.

• Current Florida RN license preferred, if applicable.

• Experience in nursing, healthcare coordination, medication management, residential care, child welfare, or a related setting preferred.

• Experience working with children, adolescents, or young adults preferred.

• Must possess a valid driver's license and be able to safely transport residents. 

• Proficiency with or ability to learn the following software and systems 

• Strong organizational and time-management skills.

• Excellent communication and interpersonal skills.

• Strong attention to detail and documentation accuracy.

• Ability to manage multiple appointments, medications, and follow-up needs.

• Ability to maintain confidentiality and exercise sound professional judgment.

• Ability to work independently and collaboratively within a multidisciplinary team.

• Commitment to Path2Freedom's mission and values.

COMPETENCIES:

• Resident-Focused Healthcare Coordination & Continuity of Care: Coordinates resident healthcare needs for program participants; completes initial health reviews and biweekly check-ins; ensures follow-ups happen and care plans reflect provider recommendations.

• Medication Management, Safety & Error Response: Manages refills/pickups and medication processes; completes weekly medication counts and reconciliations; identifies discrepancies and responds appropriately, including medication error reporting and staff follow-up/education.

• Documentation Accuracy & Systems Compliance: Ensures timely, accurate healthcare documentation in case management database (appointments, recommendations, med changes, follow-ups); maintains confidential records; audits med admin documentation weekly and corrects gaps.

• Training, Coaching & Accountability for Medication Administration: Trains new staff and delivers annual refreshers on medication administration and documentation; sets clear standards; provides real-time guidance and corrective follow-up to improve consistency and safety.

• Cross-Functional Communication, Scheduling & Logistics: Communicates clearly with residents, staff, providers, and pharmacies; manages calendars, scheduling, and transportation logistics across locations; escalates concerns appropriately and supports on-call needs with sound judgment.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• This position works across both Path2Freedom Safe Houses and requires regular travel to healthcare providers, pharmacies, and other community locations.

• Regular driving and transportation of residents is an essential function of the position.

• The employee may encounter emotionally distressing or crisis situations related to resident needs; trauma-informed training and support are provided.

• The position requires flexibility to respond to resident healthcare needs and participate in the program's on-call rotation.

PAID LEAVE, HOLIDAYS, AND ADDITIONAL COMPENSATION & REIMBURSEMENTS: 

As a full-time employee, you are eligible for the following role-specific paid leave benefits:

• Ten (10) paid vacation days annually after six months of employment

• Five (5) paid sick days annually, available upon hire

• Path2Freedom-observed paid holidays in accordance with the organization’s current holiday schedule

• Mileage reimbursement for approved business use of a personal vehicle, in accordance with Path2Freedom’s mileage reimbursement policy

• On-call stipend