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The Clinical Programs Coordinator 4 herein described is part of the North Central, Local Early Steps (LES) Program, funded through the Department of Pediatrics by the Florida Department of Health, Children’s Medical Services (CMS), Early Steps State Office (ESSO). The incumbent is a Service Coordinator (SC) Supervisor and is responsible for overseeing the Service Coordination piece of the program. He/she is the liaison to the Early Steps State Office for the service coordination aspect of the LES and, as such, is responsible for continuing education of SC staff on new policies and procedures and assuring compliance with state and federal requirements. The incumbent is responsible for Early Steps self-assessments, developing corrective actions, and developing continuous improvement plans. He/she works with the Assistant Director to ensure that program is functioning within the realm of evidenced based practices in accordance with state and federal regulations. The incumbent participates in state conference calls and meetings for coordinators and directors, as well as those for service coordinators. As needed, he/she may be asked to serve on state-level committees. The incumbent is responsible for providing case management support as needed.
- Responsible for supervising the Service Coordination Unit, currently 15.25 service coordinators;
includes overseeing their daily work, ensuring that compliance requirements are met, completing
performance evaluations, and assisting in training of all new staff. Responsible for interpreting new and
ongoing federal and state policy and guidance and assisting with the development of needed systems
change to ensure ongoing compliance. Troubleshoots systems errors within the state computer system UF
Health Early Steps Data Base.
- Responsible for overseeing and distributing caseloads throughout the 10-county area. Acts as the
liaison to the Early Steps State Office (ESSO) for the service coordination aspect of the program;
responsible for assisting in the continuing education of SC staff on new policies and procedures and
assuring compliance with state and federal requirements. Responsible for the ongoing training of SCs and
participating in monthly state conference calls.
- Responsible for assisting Assistant Director in the oversight of all eligibility clinics. Incumbent to
support SC’s in ensuring that all services and supports as documented on the IFSP are in place. Utilizes
knowledge of Early Intervention Medicaid, Medicaid Managed Care, Children’s Medical Managed Care,
and private insurance regulations and procedures; keeps up to date on the changes in these systems.
Responsible for ensuring that services implemented under Part C are provided (as federal law and state
procedures and policies stipulate). Responsible for the overseeing through quality analysis that both
Federal and State Indicators are being met by the program.
- Responsible for overseeing of the SC’s timely and appropriate completion of documentation for
service provision, maintenance of patient records, billing, and data collection. To train and assist with the
entering of data as elated to the above into the statewide data system UF Early Steps data base within the
required timeline. Utilizes knowledge of the data system, documentation procedures, Medicaid
documentation and billing requirements, and regulations governing Florida's implementation of Part C.
- Responsible for the oversight and monitoring by the SC’s of both electronic and hard copy patient
records; includes timely submission of targeted case management activities for submission into EPIC.
Ensures productivity of each SC that case management services were provided during 80% of their weekly
working hours assigned to service coordination. Utilizes knowledge of the documentation and billing
requirements for Medicaid and other third party payers to provide ongoing support and training to all SC’s.
- Functions as lead SC supporting SCs and reporting to Assistant Director; works together to ensure
best practices in serving program eligible children and their families, to increase procedural efficiency to
meet state and federal requirements while staying under contract budget, and to improve working
conditions and staff morale. Works with Assistant Director to develop and implement strategies to meet
these goals, which often includes making changes in program policies and procedures. Represents the
service coordination aspects of the program, including training and oversight of the Service Coordinators,
monthly conference calls with the Early Steps State Office (ESSO) for LES Directors and Coordinators,
attending ESSO state meetings, and participating on ESSO workgroups (as requested).
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