Care Coordinator
Report To: Senior Director of Quality Improvement
Position Summary
The Care Coordinator is responsible for coordinating and monitoring the medical, behavioral health, and clinical support needs of individuals receiving services through HART. This position serves as a liaison among individuals served, guardians, healthcare providers, behavioral health professionals, DDS personnel, and agency leadership to ensure timely, high-quality, person-centered care.
The Care Coordinator ensures that all medical and mental health services are delivered in accordance with Department of Developmental Services (DDS), Department of Social Services (DSS), Medicaid, licensing, and agency requirements. In addition, the Care Coordinator plays a key role in quality assurance activities, regulatory compliance, interdisciplinary planning, and the maintenance of accurate medical documentation to support the health, safety, and well-being of the individuals served.
Essential Duties and Responsibilities
Medical and Mental Health Coordination
- Coordinate and monitor all medical, psychiatric, behavioral health, and specialty care services for assigned individuals.
- Attend significant medical, psychiatric, behavioral health, and specialist appointments to facilitate communication, ensure follow-up recommendations are completed, and advocate for individuals served.
- Ensure all medical, psychiatric, dental, vision, and preventative healthcare services are completed in accordance with DDS regulations and accepted healthcare practices.
- Monitor and coordinate age-appropriate screenings, assessments, vaccinations, laboratory work, and diagnostic testing.
- Assist with medical assessments and health-related evaluations as directed by the Registered Nurse (RN).
- Coordinate transportation arrangements for medical and behavioral health appointments as needed.
- Maintain ongoing communication with physicians, psychiatrists, nurses, pharmacists, behavioral specialists, guardians, and other members of the individual's support team.
- Ensure physician orders are obtained, reviewed, implemented, and maintained in accordance with regulatory requirements.
- Report psychiatric medication changes to appropriate team members, including guardians, behaviorists, nurses, and program leadership, and obtain required authorizations and consents.
- Assist with preparation for Human Rights Committee (HRC) and Program Review Committee (PRC) meetings and ensure all recommendations, approvals, and follow-up actions are completed.
Medication and Health Records Management
- Maintain DDS Medication Administration Certification and ensure medication administration practices comply with DDS standards.
- Conduct routine medication administration record (MAR/Kardex) audits for accuracy and regulatory compliance.
- Prepare and maintain monthly Kardex records (paper & electronic) and ensure all medication documentation is complete, current, and accurate.
- Manage pharmacy communications and pharmacy portal activities, including medication ordering and prescription renewals.
- Monitor medication storage areas to ensure cleanliness, organization, security, and compliance with agency and DDS standards.
- Review medication administration practices and identify opportunities for improvement and corrective action.
- Report medication errors promptly to agency leadership and nursing staff and complete all required documentation, including incident reporting forms.
- Assist in maintaining medical supply inventories, first aid kits, personal protective equipment (PPE), and emergency response supplies as delegated.
Regulatory Compliance and Quality Assurance
- Ensure all medical and mental health documentation meets DDS, DSS, Medicaid, licensing, and agency requirements.
- Conduct routine audits of health care records, physician orders, medication systems, adaptive equipment, and health-related documentation.
- Identify compliance concerns and communicate findings to Program Managers, nursing staff, and agency leadership.
- Participate actively in DDS licensing reviews, surveys, audits, investigations, and corrective action processes.
- Assist in developing, implementing, and monitoring Plans of Correction related to health services and regulatory compliance.
- Monitor adaptive equipment inspections and ensure repairs, replacements, and maintenance are completed in a timely manner.
- Support agency quality improvement initiatives through data collection, trend identification, and implementation of corrective measures.
- Remain knowledgeable regarding DDS, DSS, Medicaid, and healthcare regulations impacting service delivery.
Individual Advocacy and Team Participation
- Serve as a health advocate for individuals receiving services, ensuring their needs, preferences, rights, and choices are respected.
- Participate actively in Individual Plan (IP), Interdisciplinary Team (IDT), annual reviews, transition meetings, and other planning meetings.
- Provide health-related recommendations and updates during team meetings.
- Collaborate with Program Managers, nursing staff, behavioral specialists, and direct support professionals to ensure coordinated service delivery.
- Maintain knowledge of individual goals, support plans, clinical protocols, and behavioral strategies.
- Assist staff and leadership in resolving health-related concerns and barriers to service delivery.
- Foster positive relationships with families, guardians, providers, DDS personnel, and community partners.
Administrative and Agency Responsibilities
- Attend staff meetings, clinical review meetings, committee meetings, and agency trainings as assigned.
- Participate in agency committees, including Safety Committee and other quality improvement initiatives.
- Maintain required certifications, competencies, and continuing education requirements.
- Become certified and maintain competency in specialized training areas designated by the agency, including but not limited to Safe Swallowing, DDS Signs and Symptoms, Human Rights, Behavioral Support, and Medication Administration.
- Perform other duties as assigned to support agency operations and the needs of individuals served.
Safety Responsibilities
It is the responsibility of each employee to ensure their own safety as well as the safety of those around them. This includes:
- Following all agency safety policies, procedures, and emergency protocols.
- Utilizing personal protective equipment (PPE) when required.
- Reporting hazards, incidents, injuries, and unsafe conditions immediately.
- Participating in required orientation, training, and continuing education programs.
- Promoting a safe and healthy environment for individuals receiving services, employees, and visitors.
Qualifications
Education and Experience
- Associate's Degree in Human Services, Social Work, Psychology, Nursing, Special Education, Healthcare Administration, or a related field required; Bachelor's Degree preferred.
OR
- High School Diploma or equivalent with a minimum of three (3) years of experience working with individuals with intellectual and developmental disabilities in a residential, healthcare, case management, or human services setting.
- Previous leadership, quality assurance, care coordination, case management, or compliance experience preferred.
Certifications and Licenses
- DDS Medication Administration Certification or ability to obtain certification within agency-required timelines.
- Valid Connecticut Driver's License.
- Ability to meet and maintain agency driving and insurance requirements.
Knowledge, Skills, and Abilities
- Strong knowledge of DDS regulations, licensing standards, Medicaid requirements, and person-centered planning practices.
- Knowledge of medical terminology, medication administration systems, behavioral health services, and healthcare coordination.
- Excellent organizational, documentation, and time management skills.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and exercise sound professional judgment.
- Ability to work collaboratively with interdisciplinary teams and external healthcare providers.
- Proficiency in electronic health records and Microsoft Office applications.
- Ability to independently prioritize multiple responsibilities while meeting regulatory and agency deadlines.
Physical Requirements
- Ability to travel to appointments, residences, hospitals, and provider offices.
- Ability to lift, carry, and move supplies weighing up to 50-70 pounds.
- Ability to sit, stand, walk, bend, and climb stairs as necessary to perform job duties.
- Ability to respond appropriately during medical, behavioral, or emergency situations.
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.
CATEGORY Direct Support Counselor
ABOUT THE ORGANIZATIONHART United is a private, non-profit organization located in North Haven, Connecticut. The agency provides support services, in a variety of settings, of more than 150 individuals with developmental disabilities throughout Connecticut. Inclusion and community supports have enabled our clients to become strong and independent citizens contributing to society and the community.
We provide a variety of settings to individuals we serve, including group homes, independent living arrangements, respite care services, and community companion homes.
THIS POSITION IS CURRENTLY ACCEPTING APPLICATIONS.