Educational Program Coordinator

Job Description

NATURE OF WORK: Support level position responsible for coordination of direct supervision of CAG/CAI service and programs for the foundation.

• Serves as the Privacy Officer to assist in the identification, implementation and maintenance of the Agency information privacy policies and procedures in coordination with DDP and Administration as it relates to case records.
• Ensures that records are safely secured at all times, maintained and retained for a minimum of six (6) years from the date of its creation or the date when last in effect (whichever is later) according to Agency policy and DBHDD standards.
• Follows Agency standards for requesting required information and documents from providers, families, guardians, support coordinator, or others in a timely manner to ensure the case record is updated and complete.
• Maintains case records in a neat and organized manner including purging and filing information on a quarterly basis.
• Ensures that at a minimum the information in each case record includes: the name of the individual, precautions, allergies (or no known allergies – NKA) and “volume #x of #y” on the front of each case record; individual identification and emergency contact information; financial information; rights, consent and legal information; pertinent medical information; screening information and assessments; individual service plan; discharge summary information;
  
  progress notes; event/case notes documenting issues, findings and follow-up; records or reports from previous providers; and correspondence.
• Audits case records for required and updated information on a quarterly basis and provides a detailed report of the findings to Program Director and Administrators.
• Ensures that any copies of personal information to be sent to the individual, the provider, family or guardian are always sealed and sent in accordance with privacy standards.
• Tracks movement of the case record away from the designated locked storage area by means of a written circulation log and uses the log as a periodic auditing tool to identify unauthorized movement of any case records or potential breach of privacy rights, policies and procedures.
• Reports immediately to Program Management and Administration any suspected or known breaches of privacy rights, policies and procedures and assists with developing and implementing a plan of correction.
• Serves as an advocate for people served by safely guarding their rights and care according to Agency guidelines.
• Other duties as assigned.

• Provides orientation training as well as follow-up training to the staff team as it relates to documenting choice and person-centered services and maintaining privacy of records or other information in various settings throughout the building.
• Distributes progress note forms to the staff team promptly the morning of the first day of the work week.
• Promptly reviews progress notes daily and provides written/typed feedback to the staff team regarding proper and accurate documentation of choice and person-centered services.
• Periodically monitors that progress notes and other documentation being written by the staff team are secured within the service areas of the building when they move away from the documentation for reasons such as a community outings, lunch periods, restroom breaks, etc.
• Follows up with Program Management and Administration in a timely manner regarding repeated or significant concerns with the staff team documenting choice and person-centered services.
• Ensures daily that attendance records are documented accurately and maintained confidentially.
• Consistently submits an accurate electronic absence report to Administration.
• Works collaboratively with coordinating outings; distributes outing forms to the staff team; reviews completed outing forms for proper documentation; and accurately tracks the frequency of outings and documentation of outing goals if indicated for each individual.
• Assists with maintaining, collecting or distributing activity or educational information and materials to/from the staff team…