Patient Service Coordinator

Job Description

Job Description

Job Title: Staffing Coordinator – Developmental Disabilities (DDD)

Position Summary

The Staffing Coordinator is responsible for coordinating, scheduling, and maintaining adequate staffing coverage to support individuals receiving Developmental Disabilities (DDD) services. This role ensures continuity of care, compliance with CMS, state DDD, and waiver requirements, and effective communication among direct support professionals (DSPs), supervisors, and clinical teams. The Staffing Coordinator plays a critical role in supporting person-centered services while maintaining regulatory compliance and operational efficiency.

Essential Duties and Responsibilities

• Coordinate and schedule Direct Support Professionals (DSPs) to ensure authorized services are delivered without interruption.
• Monitor staffing coverage, ratios, overtime, and call-outs to maintain compliance with DDD and waiver service requirements.
• Ensure staffing assignments align with Individual Service Plans (ISPs), behavior support plans, and medical or safety needs.
• Communicate with supervisors, case managers, clinicians, and providers regarding staffing needs, changes, and service gaps.
• Track and respond to missed shifts, vacancies, and emergency staffing needs, implementing corrective actions as needed.
• Verify staff qualifications, background checks, licenses (if applicable), and required trainings in accordance with CMS and DDD regulations.
• Maintain accurate staffing records, schedules, and documentation for audits and quality assurance reviews.
• Support onboarding and orientation coordination for new hires, including scheduling required trainings.
• Participate in quality assurance activities, incident review related to staffing, and corrective action planning.
• Ensure adherence to individual rights, health and safety standards, and person-centered service delivery.
• Assist with policy implementation and updates related to staffing, compliance, and service delivery.

Compliance and Quality Assurance

• Ensure staffing practices meet CMS, state DDD, and waiver program requirements.
• Support internal and external audits by maintaining organized, accurate documentation.
• Identify staffing-related risks and promptly escalate concerns to leadership.
• Promote continuous quality improvement through monitoring of staffing metrics and service outcomes.

Qualifications

Required:

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
• Experience in DDD, waiver services, healthcare, behavioral health, or human services.
• Knowledge of CMS, Medicaid waiver, and DDD regulations.
• Strong organizational, communication, and problem-solving skills.
• Must have knowledge about Hha Exchange.
• A valid driver's license is required, and candidates must be comfortable conducting field visits.
• Ability to manage multiple priorities in a fast-paced environment.
• Applicants must pass a drug test, fingerprinting, a CARI check, and a Central Registry check.

Preferred:

• Experience coordinating DSP schedules in residential or community-based settings.
• Familiarity with person-centered planning and Individual Service Plans (ISPs).
• Experience with electronic scheduling or case management systems.

Work Environment

• Office-based with frequent communication via phone, email, and scheduling systems.
• May require after-hours or on-call availability for emergency staffing needs.