I) Job Purpose
The Lead Service Coordinator is primarily responsible for case management for all clients assigned to contractors for services and case managing any clients assigned to PRN staff for service delivery. The lead Service Coordinator will work with providers and families to ensure case management needs are addressed in the assigned division. This position fully embraces ECI's mission and 7 Key Principles for providing early intervention services in the natural environment.
II) Essential Functions
Case Manage for all contractors and PRN staff. Including on-going case management, periodic reviews, timelines for all services and metrics.Lead service coordinator will support staff in the division with case management needs and follow-up.Lead service coordinator will assist with creating plan for children with failed vision and hearing screenings.Attend team meetings throughout the division to ensure that case management needs are addressed, and staff have a plan for follow throughKnow processes and step-in, if needed, for receiving, calling, and process referrals as assigned including completing welcome to the program information.Contact the child's family within 2 working days of receiving the referral to schedule the initial 2-hour appointment for intake, screenings, eligibility determination and IFSP- Ensure that this appointment is scheduled with the second discipline representing the child's primary area of concern
- Arrange for an interpreter/translator if needed
- Document any barriers and efforts made to meet 45-day timelines and or to obtain physical exam/well child/therapy orders
- Attempts and documentation should occur every three days
- Request copy of any legal custody documents for ECI child
- Discuss parent/caregiver concerns
- Begin to initiate needs assessment and routines-based interview with family (foster, kinship or bio)
Complete the initial intake, screening, eligibility determination and initial IFSP within 30 days of referral unless otherwise approved by supervisor.- Document reason for delay in meeting timeline.
- Consult with supervisor if it appears that 45-day timeline may be compromised and decide on action plan based on family versus program reasons for delay as well as other mitigating factors.
Coordinate assessments/eligibility determinations by ensuring that all team members are informed of time, place, location, special circumstances; the test materials are complete; the meeting starts on time; the child's caregivers can participate in their preferred way and all other staff roles are designated before starting. Use a person-centered approach and discourage dual conversations.If the ECI child lives with foster or kinship family and has visitation with biological family, coordinate assessment/eligibility determination with these families and the biological family if possible.- Work with the families to obtain these medical records (and therapy orders if needed). If the required therapy orders/medical records are not procured by the initial IFSP discuss the importance and the need with the family of having and getting a well-child exam and problem, solve how you can assist the family with this
- Accurately explain the ECI philosophy, services available, and home visit guidelines; offer the option to view the IFSP video/CD/DVD
Accurately explain and review the ECI Rights Booklet and procedural safeguards, with the family and have them sign the acknowledgement form. Be able to train and support new staff as well.Complete and have signed Authorizations for Release of Information (ROI) prior to requesting/releasing any client information either verbally or in writingComplete ROIs for any other applicable entities, such as: Independent School Districts (ISDs), Primary Care Provider, Gastroenterologist, Ophthalmologist, Audiologist, Cook Children's Medical Center, hospital birth record departments, Child Protective Services (CPS), Court Appointed Special Advocates (CASA), foster agencies, and child care centers - after explaining reason why and obtaining written parental consent. Exceptions include referral source and CPS/CAPTA referrals in the investigative stage, which allows communication of identifying information in order to process referral through intake and enrollment status.Prepare the child's family for the intake, screenings, eligibility determination and IFSP by explaining the process and how the family can participateComplete Prior Written Notice and Consent Forms prior to screenings, assessments and IFSPsServe as the facilitator, screener, assessor, coach and/or recorder (and/or interpreter) for the interdisciplinary team during the intake, screenings, eligibility determination and IFSPServe as the scripter during the Battelle Developmental Inventory (BDI) processShare and explain the test results with the family by sitting next to family so family has a visual of what you are saying. Ensure that all required components of the IFSP are addressed and that the IFSP is written in a manner that supports the infant/toddler's relationship with his or her biological family and if applicable the infants relationship with the foster or kinship familyReview Procedural Safeguards and IFSP with family prior to family signing consent for services or a change in serviceAccurately explain the Family Cost Share system and calculate the family's monthly maximum payment.Accurately complete all paperwork and turn in all initial intake, screening, eligibility determination and IFSP paperwork 1 day after completion of the appointment visit- Paperwork is due to the data entry specialist by 8:30 am the day after the appointment. Complete the Diagnosis Form and turn it into the office manager within 3 days of the IFSP
- Send the Screening/Assessment Results Form and to the referral source and/or the child's PCP within 2 days of the IFSP
- Provide copy of test results and IFSP to family at the time of the appointment
For children involved with the CPS and Court system, obtain court papers showing legal conservatorship and custody arrangements at time of intake; and if during the course of the ECI journey, the ECI child is placed in a new home review the ECI Rights Booklet with the new caregiver, obtain new Release of Information forms, review the current IFSP and most recent eligibility determination/assessment results, and administer a new Family Needs Assessment, complete a routines based interview and amend the existing IFSP as indicated and needed. Review need for a new Family Cost Share (FCS) packet to be completedSecure any documentation or information not completed by the initial IFSP, as requiredB. Oversee Transition Activities
Monitor transition dates for child enrolled in Enrollment Coordinator's assigned team:- Run reports to determine when transition activities should begin
- Monitor events to ensure transition activities are occurring within the required timeframes
- Assist in the coordination of transition, as needed
- Ensure the transition process has been completed prior to the child turning 3 years of age.
Send reminders to ECI Primary Service Providers regarding due datesObtain information during teaming meetings for submitting to schoolsProcess necessary paperworkReview potential child dismissals from the ECI program with the Team Coordinator during teaming meetings.Make recommendations based upon the best interest of the child and family.D. Meet Performance Measures/Expectations
Schedule intake within 2 days of receiving referralsComplete the intake/eligibility determination process within 3 hours or less.Have a high percentage of referrals to comprehensive.Complete transition plan by age 29 months and update regularly.Complete transition meeting for all clients between 2 years 3 months and 2 years 8 months.Lead Service Coordinator Minimum by Traveler Category (Direct / IFSP / BDI / TCM / Complete Review / Eval):- Traveler A 82 hours
- Traveler B 77 hours
- Traveler C 70 hours
- Traveler D 66 hours
With parent/caregiver consent, refer, in writing, clients to part B (the ISD) by 2 years 9 months (on or before 90 days prior to turning three)Maintain and submit all required documentation daily- Must be submitted electronically along with daily Service Activity Log plus cover pages
- Must be signed weekly along with submission of weekly Service Activity Log
Reschedule all cancellations (family or staff reasons) and no-shows to ensure compliance with required timeframesWrite progress notes during each visit in the presence of the family or caregiverE. Engage in Collaborating Duties
Work with other staff in the division to share ideas, problem-solve, fill-in while others are out, or support irregular workloadsParticipate in project groups, committees, special activities, and interagency planning, as assignedCarry a caseload, if special circumstances ariseProvide training to ECI staff or others in the community, as assignedAttend and participate in ECI supervision, meetings and trainings, as requiredPerform other duties, as assignedF. Conduct Professional Growth and Development
With supervisor, develop an initial Individualized Professional Development Plan (IPDP); then review and revise the IPDP annuallySuccessfully completes agency orientation within 60 days of hireSuccessfully complete annual training requirements within time frames specifiedSuccessfully completes program orientation as outlined by supervisor within 30 days of hire dateMaintain professional licensure and complete continuing education contact hours each year as requiredIV. Knowledge, Skills and Abilities:
Knowledge of typical (normal) birth to age three growth and developmentKnowledge about developmental delays in children birth to three yearsKnowledge about disordered and atypical development in children birth to three yearsKnowledge of medical diagnoses and conditions and their impact or potential impact on birth to three growth and developmentKnowledge, skills and ability to work effectively with families /adults from various cultural, linguistic, socio-economic, cognitive, social-emotional and educational statusesKnowledge of community resources available to assist families with financial, educational, medical, social and developmental needsKnowledge of infant-toddler evaluation and assessment protocols, curriculums, methodologies, therapeutic strategies, techniques and monitoring/ measuring progressAbility to accurately calculate the family's monthly maximum paymentAbility to be a skillful typist to complete the assessment process within 2 hours or less.Ability to comprehend ECI process and implement the ECI modelAbility to learn and implement early intervention strategies and techniquesAbility to maintain emotional control, good judgment and safe practices when under stressAbility and skills to communicate clearly, both orally and in writingAbility to be a facilitator and scripterAbility to demonstrate ethical and professional behaviorAbility to demonstrate flexibility with workAbility to develop effective working relationships with team members and ECI families that are characterized by mutual support, open communication, trust, and respectAbility to problem solve with infrequent assistance from supervisor; to identify and use a rational approach for the situation, and to communicate problems and decisions to the supervisorAbility to discuss uncomfortable and potentially conflict producing topics, in a professional and effective manner, with families, community agencies and other ECI staffAbility to support the goals and initiatives of the ECI program through efficient methods that promote the interests of ECI children and their familiesAbility to work within a Primary Service Provider approach to teamingPerformance standards are performed as applicable with MHMR's We CARE values “We Connect People in Our Community. We Provide Access to Services. We Link People to Resources. We Empower People.”Perform other job duties or responsibilities as requested or assigned.V) Knowledge of Laws, Regulations, Policies/Procedures, Skills, and Abilities
MHMRTC Operating ProceduresECI Policy and ProceduresTexas Administrative Code relating to Early Childhood Intervention ServicesFamily Cost Share (FCS) systemKnowledge of Texas laws regarding reporting child abuse/neglectLicensing/registration requirementsVI) Internal & External Customer Service
The Lead Service Coordinator requires extensive internal (team members, agency personnel) and external (families, doctors, ISDs, child care providers, other agencies) contacts. This will be accomplished with above average written and oral skills.
VII) Travel
This position requires local travel in personal vehicle, which may include difficult driving conditions and/or situations.
VIII) Equipment Used
Have a Bachelor's degree in a human service field recognized by DARS/ECI as relative to early intervention, or a bachelor's with 18 hours approved as related to early intervention;
B) Defined Education:
Be eligible for entry into DARS/ECI's Comprehensive System of Personnel Development (CSPD);
C) Preferences:
Have experience with infants and toddlers
D) Substitutions:
Defined Experience:
License/Certifications:
Possess a valid Texas Driver's License; and
Carry current vehicle insurance
Special Courses:
Supervisory Experience:
X) Agency Requirements
All staff are required to participate in agency Emergency Preparedness and Environmental Safety programs and may be assigned by their department as a key/essential staff level function during critical events or for the purpose of sustaining business continuity.This position may require temporary or permanent re-assignment to any MHMR Tarrant facility as determined by program needs and/or the Division/Director.Assigned work hours may change as the needs of the agency change.The Functional Title of this position may change as the needs of the agency change.All work will be completed within the scheduled work hours. All non-exempt (hourly) employees are expected to clock in and clock out for each work shift, no work should be done off the clock.Prior approval from supervisor is required for all Paid Time Off (PTO) and Overtime.MHMR reserves the right to change, add to or eliminate positions as it deems appropriate.Employment is at will, as well as agency needs may change.Agency dress code is to be followed at all times.Physical on-site presence, including regular attendance and punctuality, is an essential function of this position. Any changes or adjustments to your assigned work schedule or shift hours must be approved by your supervisor in advance.Our total rewards program offers benefits* to full time employees beginning 1st of the month following hire date including but not limited to:
• Comprehensive healthcare options (Medical, Dental, and Vision)
• Life insurance and additional supplemental accident and hospitalization plans
• 401a match and 457 deferred compensation plans
• Paid vacation and holidays; varied flexible work environment locations
• Student Loan Forgiveness
• Professional development programs and training
Insurance eligibility:
• Full time employees begin 1st of the month following hire date
• Market driven positions (full time or part time) begin immediately after hire date
• Select part time market driven positions are eligible for most insurance plans
• Substitute status jobs are not eligible for benefits
Additional InformationApply below after reading through all the details and supporting information regarding this job opportunity.*MHMR of Tarrant County (“MHMR”) and its affiliates and subsidiaries have an internal recruiting department. MHMR may supplement that internal capability from time to time with assistance from temporary staffing agencies, placement services, and professional recruiters herein after referred to collectively as “Recruiters ). Recruiters are hereby specifically directed NOT to contact MHMR employees directly in an attempt to present candidates – MHMR recruiting team or other authorized MHMR personnel must present ALL candidates to hiring managers. For more information please visit our website www.mhmrtc.org
MHMR is an equal opportunity employer. MHMR prohibits employment discrimination based on race, color, religion, sex, national origin, age, covered veteran status, disability, sexual orientation, trans-gender, gender expression, gender identity or any legally protected characteristic.
U. S. Patents 7,080,057; 7,310,626; 7,558,767; 7,562,059; 7,472,097; 7,606,778; 8,086,558 and 8,046,251.
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