Summary: The Arc of Union County Inc. is a leading provider of Person-Centered services to individuals with intellectual and developmental disabilities through Residential Services and Adult Day Services programming. The Healthcare Support Specialist, Clinical Services is responsible for the implementation and facilitation of nursing service delivery strategies approved by the Associate Executive Director. The incumbent collaborates with the administration, utilizes and facilitates resources in an efficient and economic manner to enable each service recipient to attain or maintain the highest practical physical, mental, and psychosocial well-being. Collaborates with other departments, medical professionals, consultants, and organizations, including government agencies and advocacy groups, to develop, support and coordinate service recipient’s care, related administrative functions, and to represent the interests of the agency.
The Healthcare Support Specialist, Clinical Services has full responsibility and accountability for all assigned clinical aspects delivered throughout agency programs. The incumbent is responsible for providing nursing services to service recipients, development and implementation of preventive health services for individuals with developmental disabilities within The Arc of Union County, Inc. The incumbent will maintain ongoing monitoring and documentation of residents health needs, identify emerging health needs and provide appropriate guidance and interventions.
This position requires completion of DDD System Mandatory Training Bundle within 90 days of hire, DDD and Agency Orientations, other designated trainings and a minimum of 12 Hours of Professional Development completed annually.
Complete State DDD Education In-services/maintain required certifications and credentials as required by The Arc and external agencies. Maintain Current New Jersey Nurses License by enrolling in CEUs.
The Healthcare Support Specialist, Clinical Services promotes a safe, secure, and dependable environment promoting a higher quality of life for service recipients. The incumbent considers the unique characteristics and needs of each individual as expressed by the individual and others who know the person, such as family, friends, service providers, etc. The incumbent is to maintain a positive, healthy and stimulating therapeutic environment for service recipients.
This is a nonexempt part time position. Arrive for work by 8am as per structure requirements to provide ideal, and quality support of our healthcare systems, works to coordinate healthcare needs through the day, in line with our policy. Provide prompt return of phone calls or following up when a situation arises involving Healthcare Support Professional consultation.
This position requires that information related to service recipient, employee, program operations is handled, channeled, managed and delivered professionally to the appropriate and right personnel or party consistent with agency and department policy.
Skills: This position requires proficiency in Windows software, Ability to use a data entry software such as Therap. Able to demonstrate active listening. Ability to exercise evidence based clinical decisions, Ability to demonstrate compassion, excellent communication skills, compliance with professional ethical conduct, and demonstration of critical thinking, attention to detail, confidence, adaptability, stamina and commitment to development. Ability to develop professional networks and tap resources in health care field, financial arena, recreational activities and fine arts. Thorough understanding of the Nursing Process and its application in an interdisciplinary community environment to enhance the lives of individuals with intellectual disabilities, mental illness and associated multi morbidities. Ability to identify and document conditions that may affect the support needs of the individuals served. Strong clinical data collection and documentation skills. Strong conceptual and computer skills required. Excellent assessment skills for admission and discharge as indicated and deemed appropriate. Superior planning and organizational skills.
Qualifications: Master’s degree in nursing required and a current R.N. License. Ten or more years’ experience working in a long-term care setting with significant clinical experience in a related field serving individuals with developmental disabilities. Minimum 4 years of successful middle level to upper management supervisory experience required. Demonstrate a thorough understanding of knowledge, abilities and skills outlined above. Must have thorough knowledge of all DDD, CMS, CARF, CQL, Adult Day Habilitation Certification standards and other external regulations and requirements. Must have strong management, leadership, planning and communication skills. Flexibility and sense of humor. Demonstrate ability to thrive and perform in an ever-changing, fast paced and demanding environment. Must be 21 years of age or older. Must have a valid New Jersey driver’s license and abstract (not to exceed 5 points), and ability to meet agency insurability requirements. Complete State/Federal Criminal Background checks and Central Registry checks.
Major Position Responsibilities
Develop awareness of the operational plan and implement its strategies with respect to facilitating appropriate admissions processes, increasing the quality of clinical service delivery, identification of service recipients who are beyond the scope of our practice, correlate quality of care with agency stability, and overall growth. Facilitate new clinical initiatives, market the agency, and enhance innovative ideas.
Direct all clinical services as per agency scope of practice and provide overall coordination and evaluation.
Utilize the nursing process to provide high quality evidence-based nursing services to individuals with intellectual and developmental disabilities and other associated multimorbidities.
Develop, maintain, and implement clinical practices that conform to current standards of care, agency philosophy, and operational policies while maintaining compliance with state and federal laws and regulations.
Demonstrate knowledge of and application of Key Clinical Quality Indicators, and proactively monitors and implements systems to achieve and/or surpass expected thresholds.
Maintain proficiency in Administrative Nursing thus minimizing the nature of Licensing Citations on Healthcare practices.
Prepare and provide technical advisory in healthcare matters by mastering functional knowledge and applications relative to the agency’s “Administrative Nursing Competencies” outlined in the agency Health and Safety policies, Medication Management Procedures: Prescriptions, Ordering, Refills, and Delivery Protocols, Medical Audit, TAR guidelines etc. portal.
Provide nursing services as per the nursing process to all service recipients.
Provide clinical evaluation and intervention on arising healthcare related conditions for service recipients.
During arising clinical needs, assist or provide guidance to program staff in writing observations/symptoms on the Physician Visit Record form for the physician's precise awareness of the issue for the proper evaluation and response in the treatment section as required for proper understanding, awareness, and implementation by all staff and support disciplines.
Provide nursing Support after regularly scheduled hours to address arising medical care needs.
Provide prompt return of phone calls or follow up when a situation arises involving Healthcare Support Professional consultation.
Provide guidance to program supervisors to develop or enhance their understanding and skills required for appropriate health/safety practices and procedures including documentation of health status of individuals served and in-house health nursing related procedures.
Establish a process of meeting each Supervisor across settings individually in close rotations monthly, for feedback on what is not working in our Healthcare Delivery Systems, collect information, design and execute appropriate intervention plan. Formalize the captured data in Executive Report. Assure timely refinements of agency systems, removal of barriers, provision of training and development of supervisors with respect to healthcare service delivery etc.
Execute timely assessments on supervisor’s competences in facilitating healthcare relative to the agency’s expectations and thus designs and facilitates management healthcare-based development workshops for management staff for the improvement of their skills and quality/preventative healthcare management for our service recipients etc.
Interpret healthcare related terminology for staff and maintain communication with physicians’ offices as necessary.
Review Physician Visit Records (PVR), discharge instructions and all communications from healthcare professionals to identify needs and trends of the individuals and forward for data entry and filing.
During Service Recipient admission to a hospital and or discharge from the hospital, enter and/or follow up the information received including specialized communication, directions, and instructions in the communication log (T Log) in person without delegation for consistent implementation and proper implementation of the orders by front line staff.
Receive and review Physician Visit Records from Supervisor, Residential and provide clinical feedback and recommendations.
Review Medical Examination Reports in files or data platforms, identify, design further specialized training for staff, or further charting platforms for implementation and/or follow through internally or external with clinical teams as necessary to assure prompt, quality, and safe care.
Ensure that a new or discovered medical order featuring specialized care thus necessitating a specialized training for staff by clinical professionals of either a Health Care Supports Specialist, Nutritionist, OT, PT, SPL is provided across settings expeditiously and the specialized training for staff and/or Care plan chart is formulated and filed in the Documentation Binder promptly for timely implementation.
Ensure that vital signs are monitored and documented by direct support professionals as per physician orders and agency requirements and contact the rest of the healthcare supports regarding any noted concerns.
Monitor weights and vital signs of individuals served and collaborate with internal healthcare supports for feedback and guidance.
Work collaboratively with directors and management teams on new admission intakes as recommended by Residential Admissions Committee chair and assist with receipt of required healthcare information for prospective candidates.
Communicate with program management on pending discharge of individuals served from a hospital or rehabilitation center. Physically assess the individual served before hospital or rehabilitation discharge and determine if the individual is appropriate to return to their residential setting, is in a condition that can be cared for by non- clinical staff, and is able to safely access their program with minor or no environmental changes (for example, can navigate stairs if program has stairs.) Review all medical discharge paperwork/care instructions prior to readmission into the group home.
Coordinate and ensure that once an individual is discharged from a hospital stay, rehab center or ER, all medications are reconciled, accurate and documented consistently on the discharge documentation and/or prescriptions.
Ensure that Physician completed pre/re-admission/medical clearance form for hospitalized or rehab individual is complete and accurate before and/or at time of discharge and within appropriate periods.
Follow up and observe the individual in the home after hospital or rehabilitation discharge.
Assure that Agency protocol is followed when an individual is being discharged from a hospital or rehab facility.
Coordinate any therapeutic services needed - Physical therapy, speech, occupational etc.
Identify when required follow-up appointments/exams and annual appointments are needed/outdated, and inform Program Supervisor accordingly.
Review all SComs and T Logs containing healthcare related info, and address identified needs by notifying appropriate parties.
Review ISPs, Critical Log, Physician Visit Records, Patient Education Handouts Print outs, Annual Physical, Physician notes/Charts, Service Recipient File/Data Platforms etc., promptly and identify, deduct and/or transcribe clinically related information into a formal specialized training and/or intervention support plan for all staff for consistent implantation and support for the Service Recipient. Provide further clinical follow-up as needed promptly.
Complete clinical evaluations; collaborate with physicians based on assessments to assure proper diagnoses of residents.
Utilize the “Diagnosis Section” in Therap for documentation of diagnoses.
Review the info in the Therap Appointment Tracking. Add to the description (if needed) to assure accurate reflection of the physician notations, (Evaluation result, Treatment, Plan of Care, etc.).
Utilizes Therap as the standard agency method and platform for effective and efficient communication for service recipients’ healthcare.
Provide consistent documentation in the Therap System Communication Log (T-Log) of all identified, occurring, or arising healthcare related needs for effective and efficient flow of information to pertinent staff as well to fulfill the Office of Licensing requirements.
Provide and/or add clinical information through Therap Platforms for guidance to staff for consistent implementation of medical instructions for effectiveness and successful outcomes.
Review of clinical entries in Therap daily, and regularly, with swift and timely follow ups.
Attend and participate in meetings pertaining to individuals served. This will include but not limited to IDT, ISP pre-placement meetings, etc. as directed.
Serve as a backup for assisting individuals served in residential programs in addressing insurance related barriers to service.
Review, follow up and ensure that medical orders not written on a traditional prescription pad (Physician Visit Record, Annual Physical or ER Treatment/discharge papers) have been transcribed into a structured documentation chart; the Medication Administration Record (MAR) or Treatment Administration Record (TAR) etc.
Review prescriptions and assure that all medical orders including Special Diet, medications, etc. are not ambiguous but specific.
Review agency documentation platform and intervene on healthcare related concerns through teamwork and collaboration.
Train staff members in the use of medical equipment, assistive devices, blood pressure machine, etc.
Provide specialized trainings that require only Registered Nurse facilitation including but not limited to Insulin Administration, injections, Diabetes Overview (Diabetes Prevention and Maintenance), Glucometer use and care, Blood sugar monitoring and diabetic plan of care such as “Avoid sugary drinks, exercise,” etc.
Plan for timely delivery of site-specific specialized healthcare training, provide clear and precise signatures on training sheets in line with Office of Licensing Requirements.
Provide timely delivery of in person specialized training at sites to staff as per agency expectations as a valuable technique towards instruction design thus file directly the completed specialized training related documents/material in the Documentation Binders as required.
Train staff and individuals served on fluid intake and any restrictions as needed. Intervenes and consults with healthcare professionals for changes in weight of 5 pounds or more if indicated by healthcare providers. This information will be provided to the Healthcare Support Specialist, Clinical by program staff and/or management staff including notations on the critical log.
Train staff on physician orders including medications, monitoring of vital signs and tracking, etc.
Complete a diabetic medication administration record for individuals approved to utilize the internal diabetic MAR platform. Train staff in its use, and intervene as needed.
Design and facilitate training for all program staff which will develop or enhance their understanding and skills required for appropriate health/safety practices and procedures including documentation of health status of individuals served and in-house health/medical related procedures.
Serve as the backup for Healthcare Administrative Assistant, Director of Healthcare Training and Director of Healthcare Supports.
Promptly inform program supervisors, Assistant Directors, healthcare professionals and administration of any diagnosed case of a communicable/contagious diseases on an individual served, Isolation precautions as necessary consistent with agency policy, state, and federal guidelines. e.g. DHS, OSHA, CDC.
Participate in medical appointments as needed or once an individual’s level of medical needs becomes elevated to provide relevant interpretation to the physician and feedback to the support team.
Assess individuals on arising non-emergency health related concerns and make recommendations as necessary utilizing the nursing process.
Collaborate with physicians based on assessments to assure proper diagnoses of residents.
Assess individuals served medical needs on an ongoing basis and make recommendations for further examination or professional consultation/intervention as necessary.
Identify emerging individuals’ served health needs, and coordinate with team members, Assistant Directors and/or external resources to provide appropriate interventions to meet those needs within the guidelines of the agency.
Assure that all identified healthcare needs are met.
Intervenes and consults with healthcare professionals for changes in weight of 5 pounds or more if indicated by healthcare providers. This information will be provided to the Director of Healthcare Training Professional by program staff and/or management staff including notations on the critical log.
Develop proposals for service delivery enhancement and submit to the Assistant Executive Director, Clinical.
Coordinate with the Program Supervisor and ensure that Individuals' diagnosed allergies and diet are consistently documented in the Annual Physical Report, POS, MAR, Therap, and OTC sheet. All allergies must match.
Identify diagnosed food allergies or special food menu instructions/recommendations; educate the respective Assistant Directors on the changes and recommend the forwarding of a requisition to the Agency Nutritionist for implementation. Assure known Food allergies and any dietary recommendations are featured consistently on the MAR as well as on the food menu.
Review and process any Medical orders in a timely manner. Communicate any reasons for delay to the Program Supervisor for documentation in the Critical Log and on reverse of the MAR as applicable.
Investigate "REFILL TO SOON REQUEST" by ruling out grounds for causation including requests for medications when not needed, loss of medication and/or inaccurate amount administered. Conducts timely random observation during medication administration on the medications in question.
Coordinate telephone calls and communications for residential programs with physician offices, pharmacy and other medical institutions on medical order request or clarifications etc. Log and respond to internal/external informational requests within agency guidelines and as directed by executive designee.
Observe and asses the assigned pharmacy’s performance relative to the agency’s medication processing and delivery efficiency and effectiveness relative to the agency’s structured protocols, expectations, etc. including full adoption of the agency’s centralized structure of prescription processing, structured weekly medication delivery at headquarters and timely deliveries of stats at all residential sites. Communicate and/or intervene promptly of any deviation pharmacy to honor its fiduciary responsibility obligation.
Ensure HealthCare Supports Specialist (LPN-Medical Secretary) is processing prescriptions with the assigned Pharmacy, Partners, receiving the medications, sorting the medications, cross referencing the medication with MAR in Therap system, following up with the pharmacy, and communicating with the assigned Healthcare Support Professional and others as appropriate.
Assure that the pharmacy fills prescription expeditiously within the day of order placement.
Make effort and overcome obstacles in a creative manner to assure delivery of quality service including processing of prescriptions and delivery of medications for timely administration in line with physician orders thus assuring service recipient does not miss medications.
Assist in assuring prompt follow up with the pharmacy, obtain and provide an MCR or prescription to program along with the prescribed/delivered medications.
During backup to the HealthCare Supports Specialist (LPN-Medical Secretary), pay attention to detail and proper sort out of individuals' medications in bags for clear distribution to intended programs without mix-up from unintended service recipients/programs.
During backup to the HealthCare Supports Specialist (LPN-Medical Secretary), provide prompt or immediate follow-up upon notification of medication needed or medication ordered is not received upon pick up for successful availability for intake by the service recipient. Initiate communications with Pharmacy management team and assure the pharmacy’s understanding that medication accuracy and delivery is a high priority for the agency and must be delivered as requested.
During backup to the HealthCare Supports Specialist (LPN-Medical Secretary), provide thorough review of Refill Number as provided by staff with the pharmacy on any discrepancy disputed by staff and confirm delivery time same day without delays for timely administration.
During backup to the HealthCare Supports Specialist (LPN-Medical Secretary), provide deploys relentless and pervasive efforts by coordinating with physician offices, pharmacy, Line Management as necessary to ensure prescribed medication is issued for service recipient timely intake without misses.
Plan and assure that Service Recipients receiving injections as part of their medications, a schedule is maintained with the director to avoid issues with administration.
Facilitate the completion of a body check on a newly admitted service recipient during the admission or immediately after admission into the residential program. This includes individuals being readmitted to program after a rehab stay.
Review medication and health care information on a newly admitted/readmitted individual with program supervisor and program staff.
Implement healthcare practices consistent with agency healthcare standards, guidelines, licensing, and other state regulations.
Complete and maintain all required documentations as directed and in accordance with Center for Medicaid Services requirements, agency Operational Standards etc. and participate towards achievement of a Full Licensing Certification.
Provide skill-nursing including but not limited to Vitamin B-12 injections, & wound care.
Assure that all identified healthcare needs are met.
Record clinical data in Therap.
Consult with the physician when necessary in order to provide and maintain safe and efficient care delivery.
Monitor service recipient’s clinical status ensuring all records meet standards as per agency policy and governing regulations.
Assure effective coordination and integration of all individuals’ services offered within and outside the agency.
Enhance oversight in service delivery to individuals with competencies in the following areas: Sensory/motor, cognitive abilities, communication, social interaction and sociability, self-direction, self- care/independent living skills, special behaviors, health, school experience, and employment, and determine relative need for services and Support.
Promote service recipients in receiving age-appropriate education and training to acquire the skills and experience needed to participate in the community, consistent with the participant’s Individual Service Plan. This may include activities t o support participants with building problem-solving skills, self-help, social skills, adaptive skills, daily living skills, and leisure skills. Activities and environments are designed to foster the acquisition of skills, building positive social behavior and interpersonal competence, greater independence and personal choice.
Promote teamwork and trust through effective leadership and role modeling.
Assure safety practices and staff development resources and opportunities are available for all staff.
Inform executive designee about any potential problems or issues.
Assure all adaptive equipment is maintained in a manner that provides safety and comfort to all individuals served and staff members.
Visits programs for health promotion practices of service recipients.
Assist programs to receive Full Licensing Certification, CARF Accreditation, Adult Day Habilitation Certification, and oversee participate in the development of the plan of correction relative to deficiencies featured on inspections.
Collaborate with other Agency Directors to assure effective communications to enhance the quality of services and meet the program, department and agency objectives and goals.
Assure timely, thorough and effective communications regarding program, employee operations, to all appropriate parties including but not limited to program staff, supervisor, director and/or executive designee.
Plan and facilitate the Parents Support Group Meetings and Medical Advisory Committee Meetings. Participate in the Residential Admissions Committee, Vocational Admission Committee, Behavior Support Committee, and Safety Committee.
Assure clinical practices align with OSHA, DDD Standards, Office of Licensing Standards, Community Care Waiver Standards, agency Operational Standards etc.
Attend and participate in all meetings, conferences, seminars, and committees as assigned or as necessary for successful completion of agency and the departmental goals.
Identify emerging needs of service recipients and programs. Develop and coordinate a plan of action with Operational Directors, support staff, administration and/or external sources to provide appropriate responses to meet those needs within the guidelines of the agency.
Ensure that clinical practices and records are consistent with OSHA, CARF, DDD, Office of Licensing, Adult Day Habilitation, CMS, CCW standards.
Seek guidance from immediate supervisor on managerial and supervisory matters for desired administrative outcomes.
Assure required prior administrative or next level supervisor review of letters, correspondences etc. intended for external distribution.
Complete Routine, Monthly, Quarterly or Business Director’s Reports as required and submit promptly as directed.
Provide timely Healthcare Support reviews on programs as provided by the agency in Healthcare Practices outline, Medical Audits etc.
Maintain regular, reliable, and non-disruptive attendance is an essential job duty. Lack of adherence to assigned work schedule, abrupt call outs, patterned absences etc. undermines agency’s obligation to provide consistent staffing, safe care and exerts hardship in the smooth operation of the program.
Inform executive designee and update records in a timely manner regarding guardian’s refusal to comply with agency service delivery polices/procedures, provision of required documents, or declination to consent to service delivery, e.g. medical treatment etc.
Participate at hoc agency committee (s) as assigned.
Initiate “on call” procedures with respect to arising incidents including 911 emergency calls, life threatening incidents, and/or operational breakdown etc. and complete Unusual Incident Reports (UIR) in a timely manner consistent with agency policy and state law.
Responsible to report to immediate Supervisor or through the chain of command any suspected incidents of abuse, neglect or exploitation of service recipients and complete Unusual Incident Reports (UIR) in a timely manner consistent with agency policy and state law.
Perform duties according to the methods, manner and spirit of the ideals of the field of Human Services and within profession/job specific guidelines, including wearing appropriate attire, being a role model for staff, service recipients etc.
Downloading, copying, transferring, and transmitting of agency documents to personal accounts, and/or distribution externally is prohibited. The agency uses various IT systems to detect these activities.
Downloading, copying, transferring, and transmitting of agency documents to personal accounts, and/or distribution externally is prohibited. The agency uses various IT systems to detect these activities.
Must fully cooperate with all investigations, inspections, etc. internally and externally including full cooperation with the Department of Human Services, the Division of Developmental Disabilities, Office of Licensing, Licensee or any other duly authorized person regarding the care and service given to individuals served by this Agency.
Employees who may encounter individuals served shall be subject to and comply with the requirements for random drug testing for controlled dangerous substances. Criminal history record background checks will be conducted at least once every two years for agency’s employees. Any employee who is required to undergo a criminal history record background check and refuses to consent to, or cooperate in, the securing of a criminal history record background check shall be immediately removed from the person’s position and the person's employment shall be terminated.
The Arc of Union County, Inc. is contracted with the New Jersey Department of Human Services to provide and facilitate essential personal care and health promotion services to individuals with disabilities and other comorbid conditions. As an essential employee, you are required to adhere to your assigned operations work schedule and/or as directed by upper management.
ADA Expectations
This position requires an employee to perform duties in an indoor and or outside setting where exposure to weather elements, dirt, and dust, unpleasant smells, and/or loud noises are possible including occasional temperature fluctuations depending on the climate/season/weather. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands: The physical demands for this position must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee may be regularly required to maintain a stationary position (standing and sitting), move/traverse, kneel, bend, reach with hands and arms for extended periods of time, twist, carry, lift up to 35 pounds, squat and drive a 6-person passenger van, may require operating manual devices such as hydraulic lifts, wheelchair lifts, vehicle doors, etc. for the purpose of transporting service recipients. Agility with wrist and finger dexterity to access, key and sort electronic information or file documents, ability to view computer and/or electronic device for extended period and other physical duties as directed by your supervisor and/or Director.
Ability to apply Agency Training Crisis Management Verbal and Physical Techniques during a crisis consistent with criteria as trained and in accordance with agency policies and procedure.
The essential Cognitive Functions of this position may include ability to analyze, compute, hear and repeat information, take notes, read documents, generate written information, independently problem solve, tolerate interruptions, maintain positive public relations, organize, verbally communicate and converse with a diverse group of people among others.
The Arc of Union County will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to The Arc of Union County.
The Arc of Union County is an Equal Opportunity Employer. All qualified applicants receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin or protected veteran status and will not be discriminated against due to a disability.
Work Environment – The agency offers safety trainings such as Universal Precautions/Infectious diseases, COVID-19 Education and Safety Practices among others to promote a safe environment for all employees and service recipients including visitors. Personal Protective Equipments and necessary supplies such as disinfectants are supplied to all employees free or charge. Each employee is responsible to complete offered trainings and implement the health and safety protocols and mitigation practices consistently.
The agency may assign employees to any duties and to any work site it deems necessary in its sole discretion.
This is an administrative position. You are required to communicate abrupt absence directly to your supervisor/operations management and verbally handover (not necessary physically) programs to your supervisor for the smooth operation of programs, and the safety and wellbeing of the service recipients.
This position requires two (2) weeks’ notice prior to leaving on resignation.