About Us
Breaking Barriers KC provides person-centered services that empower individuals with intellectual and developmental disabilities to live healthy, independent, and meaningful lives. Our team is committed to compassion, collaboration, and delivering exceptional support while maintaining the highest standards of clinical excellence, regulatory compliance, and quality assurance.
We believe outstanding employees deserve to be recognized and rewarded. Our Registered Nurse position includes a performance-based bonus program tied to measurable outcomes in quality, compliance, and clinical excellence.
Position Overview
Qualifications
CLIENT CARE COORDINATOR
Department: Operations / Client Services
Reports To: Director of Operations
FLSA Status: Exempt
Position Summary
The Client Care Coordinator is responsible for coordinating person-centered services for individuals receiving supports through Breaking Barriers KC. This position serves as the primary liaison between individuals served, guardians, family members, Targeted Case Managers (TCMs), healthcare providers, the Registered Nurse, internal leadership, and other members of the interdisciplinary team.
The Client Care Coordinator oversees referrals, admissions, waitlist management, intake coordination, transportation to and from appointments, medical appointment scheduling, healthcare follow-up, documentation compliance, and ongoing communication regarding each individual's care. This role works closely with the Registered Nurse to coordinate healthcare services while ensuring all medical recommendations, physician orders, and required documentation are implemented and maintained in compliance with Medicaid, HCBS Final Rule, KDADS regulations, and agency policies.
The Client Care Coordinator promotes high-quality, person-centered supports while ensuring individuals receive coordinated care, timely services, and exceptional customer service throughout their participation in agency programs.
Essential Functions
The Client Care Coordinator is responsible for coordinating administrative, medical, and support services while maintaining regulatory compliance and promoting positive outcomes for individuals served.
Primary responsibilities include:
- Client care coordination
- Referral management
- Admissions
- Intake coordination
- Waitlist management
- Transportation coordination
- Medical appointment scheduling
- Nurse coordination
- Guardian communication
- Quality assurance
- Documentation oversight
- Regulatory compliance
- Community resource coordination
- Incident follow-up
- Customer service
- Care team collaboration
Client Care Coordination
- Serve as the primary point of contact for assigned individuals, guardians, family members, Targeted Case Managers (TCMs), healthcare providers, and community partners.
- Build and maintain positive, professional relationships with individuals and their support teams.
- Coordinate person-centered services to ensure continuity of care.
- Monitor implementation of Person-Centered Support Plans (PCSPs), Individual Service Plans (ISPs), and behavior support recommendations.
- Coordinate interdisciplinary team meetings as needed.
- Ensure identified needs are addressed in a timely manner.
- Monitor satisfaction with services and address concerns promptly.
- Advocate for individuals while respecting their rights, choices, dignity, and independence.
- Assist with identifying barriers to services and coordinating appropriate resources.
- Ensure transitions between services occur smoothly with minimal disruption.
Admissions, Intake, Waitlist & Referral Coordination Referral Management
- Serve as the primary contact for all referrals received from CDDOs, Targeted Case Managers (TCMs), hospitals, physicians, behavioral health providers, Managed Care Organizations (MCOs), schools, families, guardians, and community agencies.
- Respond to referrals promptly and professionally.
- Review referral documentation for eligibility, funding source, service needs, and agency capacity.
- Coordinate tours, informational meetings, and consultations with prospective individuals and families.
- Maintain regular communication with referral sources throughout the referral process.
- Track referral outcomes and identify opportunities to improve admission processes.
Waitlist Management
- Maintain an organized and accurate waitlist for all agency programs.
- Update waitlist information regularly.
- Conduct follow-up with referral sources and families regarding continued interest in services.
- Prioritize admissions based upon agency policy, available capacity, staffing, funding, and urgency of need.
- Prepare waitlist reports for leadership.
- Monitor referral trends and anticipated service openings.
Intake Coordination
- Coordinate the intake process from initial referral through admission.
- Schedule intake meetings with individuals, guardians, families, TCMs, nursing staff, and program leadership.
- Collect and review all required documentation prior to admission.
- Verify Medicaid eligibility and funding authorization.
- Ensure all required assessments, physician information, medical records, medication lists, emergency contacts, legal documents, guardianship paperwork, and consents are received.
- Coordinate completion of admission paperwork and electronic records.
- Educate individuals and families regarding agency services, expectations, policies, and available supports.
Admission Coordination
- Coordinate admission dates with program leadership.
- Develop individualized admission plans.
- Ensure staffing and services are prepared prior to admission.
- Complete admission checklists.
- Coordinate room preparation when applicable.
- Ensure all required signatures and authorizations are completed.
- Update electronic systems following admission.
- Coordinate orientation for individuals, families, guardians, and staff.
- Facilitate successful transitions into agency services.
Medical Coordination
- Schedule annual physicals, dental appointments, vision appointments, psychiatric appointments, behavioral health appointments, specialty care visits, laboratory services, diagnostic testing, and preventative healthcare appointments.
- Maintain an appointment calendar for assigned individuals.
- Coordinate appointment reminders with residential staff and guardians.
- Ensure all physician recommendations are followed.
- Obtain physician visit summaries, orders, referrals, prescriptions, and follow-up recommendations.
- Track due dates for annual healthcare requirements.
- Monitor completion of required preventative healthcare services.
- Coordinate follow-up after emergency room visits and hospitalizations.
- Communicate changes in medical status to the Registered Nurse and appropriate members of the interdisciplinary team.
- Monitor outstanding physician recommendations until completed.
- Maintain current medical information within each individual's record.
Transportation Coordination
- Safely transport individuals to and from medical appointments, behavioral health appointments, therapy appointments, assessments, pharmacies, and other approved community appointments as assigned.
- Ensure transportation is completed safely and in accordance with agency policies.
- Assist individuals entering and exiting vehicles when needed.
- Verify appointment times and transportation schedules.
- Maintain professional interactions during transportation.
- Report vehicle concerns promptly.
- Ensure transportation documentation is completed accurately.
- Maintain confidentiality while transporting individuals.
- Follow emergency procedures during transportation when necessary.
Nurse Coordination
- Work directly with the Registered Nurse to coordinate healthcare services for individuals receiving supports.
- Schedule nursing assessments and annual health reviews.
- Coordinate communication regarding physician orders, medication changes, laboratory results, specialist recommendations, and treatment plans.
- Notify the Registered Nurse immediately of urgent medical concerns.
- Obtain required physician documentation following appointments.
- Coordinate medication changes with pharmacies and residential staff.
- Track completion of physician recommendations.
- Schedule laboratory testing, immunizations, tuberculosis screenings, and preventative healthcare services.
- Coordinate nursing follow-up after emergency room visits and hospitalizations.
- Ensure nursing documentation is received and maintained within agency records.
- Assist with healthcare quality improvement initiatives.
- Support nursing compliance activities during surveys and audits.
Guardian & Care Team Communication
The Client Care Coordinator serves as the primary communication liaison between individuals served, guardians, family members, Targeted Case Managers (TCMs), healthcare providers, the Registered Nurse, Program Managers, Direct Support Professionals (DSPs), Managed Care Organizations (MCOs), and other members of the interdisciplinary team.
Responsibilities
- Maintain consistent communication with guardians, family members, TCMs, healthcare providers, and agency leadership regarding each individual's health, services, and overall well-being.
- Notify guardians and TCMs of scheduled medical appointments and coordinate participation when appropriate.
- Communicate outcomes of medical appointments, physician recommendations, medication changes, diagnoses, referrals, laboratory results, follow-up appointments, and treatment plans.
- Ensure all members of the interdisciplinary team receive timely updates regarding changes affecting services or health supports.
- Coordinate interdisciplinary meetings when significant health or service changes occur.
- Document all communications accurately within the individual's record.
- Respond to guardian and family inquiries professionally and within one business day whenever possible.
- Assist individuals and guardians with accessing community resources, healthcare providers, benefits, and available support services.
- Foster collaborative relationships that support person-centered care and positive outcomes.
Documentation & Compliance
The Client Care Coordinator is responsible for ensuring all required documentation is complete, accurate, timely, and compliant with agency policies, Medicaid requirements, HCBS regulations, and KDADS licensing standards.
Responsibilities
- Maintain complete and organized records for assigned individuals.
- Review documentation routinely for completeness and accuracy.
- Ensure required forms, assessments, consents, physician documentation, and service records remain current.
- Monitor due dates for annual and recurring documentation.
- Coordinate collection of missing documentation.
- Maintain electronic and paper records in accordance with agency policy.
- Protect confidential information in compliance with HIPAA.
- Ensure documentation accurately reflects services provided.
- Participate in internal record reviews and corrective action activities.
- Assist leadership during surveys, audits, and licensing reviews.
- Maintain audit-ready documentation at all times.
Quality Assurance & Regulatory Compliance
The Client Care Coordinator supports the organization's quality improvement initiatives by monitoring compliance with internal policies and applicable regulations.
Responsibilities
- Participate in routine quality assurance audits.
- Monitor compliance with Person-Centered Support Plans (PCSPs), Individual Service Plans (ISPs), physician orders, and healthcare recommendations.
- Identify documentation deficiencies and assist with corrective action planning.
- Track completion of corrective actions until resolved.
- Monitor healthcare compliance indicators including annual physicals, dental examinations, vision screenings, immunizations, nursing assessments, and other required services.
- Assist leadership in preparing for state surveys, licensing visits, and accreditation reviews.
- Recommend process improvements that enhance quality and efficiency.
- Promote continuous quality improvement throughout the organization.
Incident Management & Risk ManagementResponsibilities
- Review incident reports involving assigned individuals.
- Coordinate appropriate follow-up after incidents.
- Notify appropriate leadership of significant events.
- Ensure guardians, TCMs, healthcare providers, and other required parties are notified in accordance with agency policy.
- Coordinate medical follow-up after injuries or illnesses.
- Participate in investigations as requested.
- Monitor implementation of corrective actions.
- Assist in identifying trends that may require preventive interventions.
- Promote risk reduction strategies that enhance individual safety.
Customer Service & Community RelationsResponsibilities
- Provide exceptional customer service to individuals, families, guardians, referral sources, and community partners.
- Represent the agency professionally during community meetings, provider fairs, and networking events.
- Educate referral sources regarding agency services.
- Promote positive relationships within the community.
- Assist with outreach initiatives that increase referrals and community awareness.
- Maintain professionalism during all interactions.
- Promote the organization's mission, vision, and values.
Required Qualifications
- Associate's degree in Healthcare Administration, Human Services, Social Work, Psychology, Nursing, Medical Assisting, or a related field or equivalent combination of education and experience.
- Minimum of two (2) years of experience working with individuals with intellectual and developmental disabilities, behavioral health, healthcare coordination, or human services.
- Valid driver's license with an acceptable driving record.
- Ability to pass all required criminal background screenings and abuse registry checks.
- Ability to obtain CPR/First Aid certification if required.
- Strong organizational, communication, and customer service skills.
- Proficiency with Microsoft Office and electronic health record systems.
Preferred Qualifications
- Bachelor's degree in Healthcare Administration, Nursing, Social Work, Human Services, Psychology, or a related field.
- Certified Medical Assistant (CMA), Registered Medical Assistant (RMA), Licensed Practical Nurse (LPN), or equivalent medical assistant experience preferred.
- Experience coordinating healthcare appointments, medical records, and interdisciplinary care teams.
- Experience working in HCBS, Medicaid Waiver, IDD, or residential service settings.
- Knowledge of HCBS Final Rule, Medicaid regulations, KDADS licensing standards, and person-centered practices.
- Experience with electronic medication administration records (eMAR), electronic health records (EHR), and healthcare documentation systems.
- Experience working collaboratively with Registered Nurses, physicians, pharmacies, hospitals, specialists, therapists, and other healthcare providers.
Knowledge, Skills & Abilities
- Exceptional interpersonal and relationship-building skills.
- Strong written and verbal communication.
- Excellent organizational and time management abilities.
- Ability to manage multiple priorities simultaneously.
- Critical thinking and problem-solving skills.
- Strong attention to detail.
- Ability to maintain confidentiality.
- Ability to work independently while collaborating with interdisciplinary teams.
- Knowledge of person-centered planning and trauma-informed care.
- Commitment to providing compassionate, high-quality services.
Physical Requirements
- Ability to sit, stand, walk, bend, reach, and climb stairs throughout the workday.
- Ability to lift and carry up to 30 pounds.
- Ability to transport individuals safely using agency vehicles or approved personal vehicles when required.
- Ability to operate computers, mobile devices, and office equipment.
- Ability to travel between agency locations, community settings, healthcare providers, and residential homes.
- Ability to work occasional evenings or weekends based on operational needs.
Work Environment
This position is performed in a combination of office, residential, community, and healthcare settings. Frequent travel is required between service locations, medical providers, and community resources. The Client Care Coordinator may encounter individuals with behavioral, medical, or mental health challenges and must be able to respond professionally and compassionately in a variety of environments.
Performance Expectations
The Client Care Coordinator is expected to consistently demonstrate professionalism, accountability, and a commitment to person-centered services while meeting established organizational performance standards.
Performance evaluations will include, but are not limited to:
Client Care & Service Coordination
- Maintain a minimum 95% satisfaction rating from individuals, guardians, and referral partners.
- Respond to guardian, TCM, and provider communications within one business day.
- Ensure timely follow-up on all identified client needs.
Admissions & Referrals
- Contact new referrals within one business day.
- Complete admission paperwork 100% before services begin.
- Maintain an accurate waitlist with monthly reviews.
- Coordinate admissions within established organizational timelines.
Medical Coordination
- Ensure 100% of annual physicals, dental exams, vision screenings, nursing assessments, and required preventive healthcare appointments are scheduled and tracked.
- Ensure physician recommendations and follow-up appointments are completed within required timeframes.
- Achieve 98% accuracy in medical documentation and appointment tracking.
Transportation
- Maintain 100% on-time transportation for scheduled appointments.
- Complete all transportation documentation by the end of each workday.
- Maintain a safe driving record and comply with agency transportation policies.
Documentation & Compliance
- Maintain 98% documentation compliance during internal audits.
- Complete required documentation within 24 hours of appointments, communications, or significant events.
- Maintain audit-ready records at all times.
Quality Assurance
- Participate in all assigned quality assurance reviews.
- Complete corrective actions by assigned due dates.
- Demonstrate continuous improvement through participation in organizational quality initiatives.
Professionalism
- Maintain confidentiality and ethical standards.
- Demonstrate reliability, punctuality, teamwork, and effective communication.
- Complete required trainings and maintain all certifications by assigned deadlines.
Work Schedule
Monday–Friday | 8:00 AM – 5:00 PM
- Rotating on-call weekends
- Flexible scheduling to accommodate staff training on all shifts, including evenings or weekends as needed
Join Our Team
At Breaking Barriers KC, we are committed to building a culture of excellence, accountability, and compassion. If you are passionate about improving the lives of individuals with intellectual and developmental disabilities while making a meaningful impact through quality nursing care, we encourage you to apply.
Breaking Barriers KC LLC is an Equal Opportunity Employer and values diversity in the workplace.
Pay: $40,000.00 - $50,000.00 per year
Benefits:
- Health insurance
- Paid time off
- Professional development assistance
Work Location: In person
