Community Services Program manager

Community Services Program Manager

Community Access, Personal Assistance, and Family Home Provider Services

Company: Humble Way Care
Location: Louisville, KY
Job Type: Full-time
Salary: $50,000–$55,000 per year, based on relevant experience and qualifications
Work Setting: Office and community settings
Schedule: Primarily Monday through Friday, 9:00 a.m. to 5:00 p.m., with assigned on-call responsibilities
Reports to: Executive Director

About Humble Way Care

Humble Way Care supports individuals with intellectual and developmental disabilities through Kentucky’s Supports for Community Living (SCL) and Michelle P. Waiver (MPW) programs. We provide person-centered services that promote independence, meaningful relationships, and community involvement.

Position Overview

We are seeking an experienced, organized, and dependable Community Services Program Manager to oversee CA, PA, and FHP services.

The manager will lead daily operations, recruit and onboard staff and providers, conduct meetings and training, communicate with case managers, oversee electronic documentation, and maintain ongoing audit readiness. As the agency grows, this position may supervise additional program coordinators.

The ideal candidate takes initiative, follows through, holds others accountable, and makes sound decisions within their assigned authority.

Key Responsibilities

Program Leadership and Daily Operations

• Oversee daily coordination of CA, PA, and FHP services.
• Monitor staffing, schedules, participant needs, and delivery of authorized services.
• Coordinate staff and provider matching, service transitions, and the start of services.
• Address staffing gaps, missed services, scheduling concerns, and other barriers.
• Resolve routine operational concerns and promptly escalate significant issues.
• Track assignments, deadlines, outstanding documents, and unresolved concerns.
• Provide regular updates to the Executive Director identifying completed work, risks, and decisions needed.

Recruitment, Interviews, and Onboarding

• Recruit, screen, and interview candidates for all CA, PA, and FHP positions.
• Provide hiring recommendations to the Executive Director.
• Coordinate onboarding for CA staff, PA staff, and FHPs, including required paperwork, background screenings, orientation, and training.
• Work with compliance personnel to verify that required documents, clearances, and training are completed before candidates begin assigned services.
• Maintain onboarding checklists and follow up on outstanding requirements.
• Coordinate meet-and-greets and support a smooth transition into assigned roles.

Referrals, Admissions, and Meet-and-Greets

• Assist with reviewing participant referrals and coordinating admissions.
• Assess program capacity, staffing availability, and participant compatibility.
• Coordinate and participate in meet-and-greets with participants, families, guardians, staff, and providers.
• Coordinate required records and service preparations following admission approval.
• Document next steps and follow up through completion.
• Provide recommendations to the Executive Director, who retains final admission approval.

Community Access and Personal Assistance

• Coordinate services around each participant’s authorized plan, preferences, goals, and support needs.
• Promote meaningful community participation, relationships, natural supports, and independence.
• Monitor service schedules, documentation deadlines, and participant progress.
• Review service notes and related records for completeness and consistency with authorized services.
• Coordinate timely documentation corrections and verify completion.
• Follow up on Electronic Visit Verification (EVV) discrepancies and service delivery concerns.
• Track staff training needs and coordinate required follow-up.

Community Access Meetings and Training

• Schedule and lead regular Community Access staff meetings.
• Review participant goals, service expectations, documentation requirements, program updates, and identified concerns.
• Coordinate and conduct training within the manager’s qualifications, arranging qualified trainers when needed.
• Provide practical guidance on person-centered services, community integration, natural supports, documentation, and OASIS workflows.
• Identify training needs through record reviews, staff feedback, and participant concerns.
• Maintain meeting attendance, training records, and action items.
• Verify that staff complete assigned actions and apply training in their work.

Family Home Provider Services

• Serve as an operational contact for assigned FHPs.
• Coordinate home visits, provider reviews, and follow-up on identified concerns.
• Monitor required participant and provider documentation.
• Coordinate follow-up involving appointments, medication records, behavior support training, and other service needs with the appropriate professionals.
• Support placement transitions and communication among participants, guardians, providers, and case managers.
• As the program grows, supervise and support an assigned FHP coordinator.

Staff and Provider Accountability

• Provide direction, coaching, support, and follow-up to assigned staff and providers.
• Establish clear expectations for attendance, communication, documentation, training, and service delivery.
• Address performance concerns professionally and document coaching and follow-up.
• Coordinate participant-specific training, including behavior support training when applicable.
• Oversee the development, review, and timely submission of monthly progress reports, fade-out plans, and service justification letters to case managers, as applicable.
• Ensure reports and plans accurately reflect participant progress, barriers, continued support needs, and steps toward greater independence.
• Track submission deadlines, verify delivery to case managers, and follow up on requested revisions or outstanding information.
• Learn, follow, and enforce Humble Way Care’s company policies and procedures.

OASIS and Electronic Documentation

• Use OASIS EHR to monitor program records, service documentation, outstanding notes, and assigned approval workflows.
• Support consistent staff use of OASIS and help resolve routine workflow concerns.
• Coordinate system-related follow-up with agency leadership and vendor support as needed.
• Maintain organized electronic records and accurate tracking tools.
• Identify documentation problems early and follow corrections through completion.

Case Manager and Team Communication

• Maintain professional communication with case managers regarding referrals, service needs, schedules, participant progress, and concerns.
• Participate in participant meetings and service planning discussions as assigned.
• Communicate changes and outstanding needs to appropriate team members.
• Document important discussions and track follow-up actions through completion.

Audit Readiness and Quality Assurance

• Maintain ongoing audit readiness across CA, PA, and FHP services.
• Conduct routine program record reviews and coordinate with the Compliance Manager on formal audits and identified deficiencies.
• Verify that required service authorizations, training records, service notes, and supporting documents are current, organized, and accessible.
• Identify missing, expired, incomplete, or inconsistent documentation and establish deadlines for correction.
• Track deficiencies, responsible parties, deadlines, and evidence of completion.
• Verify corrections and report overdue items or significant concerns to the Executive Director.
• Support audit requests and complete assigned corrective actions.
• Protect confidential participant and personnel information.

Audit readiness is a continuing responsibility. The manager must identify gaps early, ensure timely corrections, and maintain organized records throughout the year.

On-Call Support

• Participate in the assigned on-call rotation.
• Respond to urgent participant, staff, and provider concerns outside regular office hours.
• Coordinate staffing coverage and support continuity of services.
• Document concerns, actions taken, and follow-up needs.
• Escalate significant health, safety, service, or compliance concerns to appropriate leadership.

Other duties may be assigned based on the needs of Humble Way Care and the employee’s qualifications.

Required Qualifications

• At least one year of previous supervisory responsibility in an organization serving individuals with intellectual or developmental disabilities.
• Meet the SCL MRP qualifications specified in Humble Way Care’s Policy 061, Personnel Qualifications.
• Familiarity with applicable DDID requirements and SCL waiver regulations.
• Knowledge of Community Access service requirements.
• Ability to learn and apply applicable MPW requirements.
• Ability to learn, follow, and enforce Humble Way Care’s company policies and procedures.
• Strong organization, communication, problem-solving, and follow-through skills.
• Ability to recruit and interview candidates, coordinate onboarding, lead meetings, and provide staff guidance.
• Ability to work independently, prioritize responsibilities, and address performance concerns professionally.
• Ability to maintain ongoing audit readiness and follow documentation deficiencies through resolution.
• Availability for an assigned on-call rotation, including evenings, overnight hours, weekends, and holidays.
• Valid driver’s license, reliable transportation, and current automobile insurance for required work-related travel.
• Ability to meet applicable background screening, training, and position requirements.

Required Computer Skills

Proficient computer skills are required. Candidates must be comfortable using Microsoft Word, Excel, Outlook, Teams, and SharePoint and learning electronic health record and EVV systems.

Candidates must be able to independently:

• Create and update spreadsheets and tracking tools.
• Organize electronic files and upload documents accurately.
• Manage email, calendars, and virtual meetings.
• Enter, locate, and review information in electronic systems.
• Track assignments, deadlines, and outstanding items through completion.

Computer proficiency may be assessed during the interview process.

Preferred Qualifications

• Prior hands-on experience with OASIS EHR is strongly preferred, particularly documentation review, tracking outstanding records, and approval workflows.
• Completion of the HDI Community Access training curriculum. Applicants should identify completed courses and any remaining training.
• Experience overseeing CA, PA, or FHP programs.
• Experience with Kentucky MPW services.
• Familiarity with Therap or other EVV systems.
• Experience preparing for audits, reviewing records, and completing corrective action follow-up.

Training Expectations

The selected candidate must complete required agency orientation and applicable training for their assigned duties. Any outstanding required HDI or supervisory training must be completed within the applicable timeframe.

Schedule and Work Environment

This position offers a primarily Monday through Friday, 9:00 a.m. to 5:00 p.m. schedule, combining office work with meaningful community engagement.

Regular office presence and local travel are required. Participation in the assigned on-call rotation includes evening, overnight, weekend, and holiday availability. Additional work outside regular hours may be necessary to address program needs.

Dependable attendance, timely communication, sound judgment, and consistent follow-through are essential.

Benefits

Benefits are available after 90 days of employment, subject to plan eligibility requirements and company policies:

• 401(k) retirement plan
• Dental insurance
• Vision insurance
• Life insurance
• Paid holidays

Holiday on-call coverage may be required as assigned.

What Success Looks Like

• Open positions receive consistent recruitment and candidate follow-up.
• Onboarding requirements are completed before assigned services begin.
• Services are coordinated consistently, and concerns receive timely follow-up.
• Staff and providers understand expectations and meet established deadlines.
• Meetings and training result in clear action and improved practices.
• OASIS records and program tracking tools remain current.
• Monthly progress reports, fade-out plans, and justification letters are accurate and submitted on time.
• Documentation gaps are identified and corrected promptly.
• Routine program decisions are handled independently within assigned authority.

How to Apply

Submit your résumé through Indeed. Include a brief description of your experience with disability services, program supervision, OASIS EHR, and Kentucky waiver programs.

Application Questions

• Describe your experience with Kentucky SCL and MPW services.
• What experience do you have overseeing CA, PA, or FHP services?
• Describe your experience recruiting, interviewing, onboarding, and supervising staff or providers.
• Have you used OASIS EHR? Which tasks and workflows have you managed?
• Describe your experience maintaining audit readiness and correcting documentation deficiencies.
• What experience do you have preparing or reviewing monthly progress reports, fade-out plans, and service justification letters?
• Describe your experience coordinating meet-and-greets and communicating with case managers.
• Describe your experience leading meetings and conducting or coordinating training.
• Have you completed the HDI Community Access training curriculum? Identify any remaining coursework.
• Describe your proficiency with Excel, Outlook, Teams, SharePoint, and electronic documentation systems.
• How do you track deadlines and ensure assignments are completed?
• Are you available for the regular office schedule and assigned on-call rotation?

Humble Way Care is an equal opportunity employer.

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Plata: $50,000 - $55,000 a year

Izvor: https://indeed.com/viewjob?jk=336ee4b942633861

Nivo: senior