Special Programs Support Coordinator

POSITION SUMMARY:

The Special Programs Support Coordinator provides support to the Special Programs' daily operations and participates in projects and staff training.

The Special Programs Support Coordinator works collaboratively with the Director of LTSS, Special Program's managers, Supervisors, and staff. 

S/he promotes CBES’ mission statement, represents CBES in the community, and participates in outreach, workshops, events, and other activities in conjunction with the agency's Community Relations Department and Management Team as required.  

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• 1. Assist Special Program management team with processing enrollment/dis-enrollment rosters and referrals submitted by BEI, SCO and One Care Plans, or other sources.
• 2. Process Default agency change requests as required by the Consumer Sharing protocol issued by SIMS Support team.
• 3. Complete all the data entry procedures for consumer program transfers.
• 4. Complete all the data entry procedures for consumer case closing.
• 5. Provide other administrative and data entry support to the Special Programs staff and management team.
• 6. Update and maintain all Special Programs consumers’ databases in collaboration with all external data entry and data reporting tools provided by contracted plans. 
• 7. Assist in researching and resolving SAMS electronic vendor invoicing posting errors.
• 8. Respond to “on-call” by troubleshooting client issues and/or service issues as referred by Special Programs Care management staff.
• 9. Maintain ongoing communication, provide prompt response to CBES contracted partners over the phone and designated email; communicate information in an efficient and courteous manner.
  • a. Monitor daily process and/or communicate to the appropriate staff the following notifications from the SCO and One Care Plans: Potential enrollments and dis-enrollments.
  • b. Hospital admissions and discharges.
  • c. Request for the Frail Elder Waiver Evaluations.
  • d. Request for services/ care plan changes submitted by the plans.
  • e. Adaptive Equipment requests through the plan contracted vendors.
• 10. Other notifications and requests were submitted by the plans for Special Programs staff. Provide logistical support to the Special Programs Management Team including but not limited to:
  • a. Prepare information and reports for the Special Program Management Team as requested.
  • b. Track and manage deadlines for projects and action items.
  • c. Collaborate with other departments as necessary.
  • d. Data clean-up.
• 11.  Create consumer files, file, archive, and dispose of paper documents as required by HIPAA, PHI, and CBES policies and procedures.
• 12. Participate in the orientation and training of staff.
• 13. Assist in the development, maintenance, and update of the Policy and Procedures Manual and training manual for the Special Programs.
• 14. Organize and update resource information for the Special Programs staff. 
• 15. Attend all Program Management meetings and training. 
• 16. Perform other duties as assigned. 

QUALIFICATIONS:

• 1. Ability to work independently with minimal supervision.
• 2. Experience in computerized business applications with the ability to create and maintain databases. 
• 3. Strong verbal and written communication skills.
• 4. Strong organizational skills, including the ability to manage time effectively to meet deadlines
• 5. Attention to detail and ability to multi-task. 
• 6. Experience in developing a strong working knowledge of a client database management system.
• 7. Ability to keep up with changes and develop a strong working knowledge of changes in procedures and regulations for EOEA, CBES programs and other policies.
• 8. Evidence of ability to maintain confidential information.
• 9. Ability to work with a diverse staff. 
• 10. Ability to work collaboratively as a member of a team.
• 11. Ability to be flexible and willing to assist where and when needed

PHYSICAL REQUIREMENTS OF THE JOB:

• · Ability to lift and carry objects frequently weighing up to 10 to 15 pounds.
• · Ability to climb stairs.
• · Work requires regularly standing, stooping, and bending.