DDD Program Development & Operations Manager (New Jersey))

New Jersey DDD Program Development & Operations Manager
Company: Infinity Healthcare Services
Department: New Jersey Developmental Disabilities Services
Reports To: President and Vice President
Employment Status: Part-Time or Full-Time, Based on Program Growth
Location: New Jersey Hybrid Position with Community Travel Required
Position Summary
Infinity Healthcare Services is seeking an experienced and highly motivated New Jersey DDD Program Development & Operations Manager to lead the development, implementation and growth of the company’s approved New Jersey Division of Developmental Disabilities services.
The Program Development & Operations Manager will be responsible for converting Infinity Healthcare Services’ Medicaid and DDD provider approvals into a compliant, sustainable and participant-centered service program. The manager will build the program’s referral network, coordinate participant intake, develop operational procedures, recruit and supervise qualified personnel, monitor service documentation, support accurate Medicaid billing and maintain compliance with applicable DDD, Medicaid and company requirements.
This is a hands-on startup and growth position. The successful candidate must be prepared to perform the day-to-day work required to establish the program, rather than solely supervising the work of others.
Infinity Healthcare Services is presently approved to provide services that may include Behavioral Management, Community-Based Supports, Career Planning, Individual Supports, Occupational Therapy, Speech, Language and Hearing Therapy, Respite, Physical Therapy and Personal Emergency Response Systems.
Essential Duties and Responsibilities
Program Development and Implementation
Develop and execute a phased implementation plan for Infinity Healthcare Services’ approved New Jersey DDD services.
Establish service-specific operating procedures, intake workflows, documentation standards and quality-assurance processes.
Review applicable DDD Supports Program and Community Care Program requirements and translate those requirements into daily operational practices.
Assist company leadership in determining service areas, participant capacity, staffing requirements and program-growth priorities.
Maintain an implementation calendar with measurable launch, census, staffing, compliance and financial objectives.
Assist with long-term preparation for future residential-service development when the company becomes eligible.
Referral Development and Community Outreach
Establish and maintain professional relationships with New Jersey support coordination agencies, support coordinators, individuals, families, schools, hospitals, clinicians, advocacy organizations and community partners.
Present Infinity Healthcare Services’ approved services to appropriate referral sources.
Attend provider fairs, community events, planning meetings and other outreach opportunities.
Develop and maintain a structured referral pipeline.
Respond promptly to referral inquiries and maintain professional follow-up until the referral is accepted, declined or closed.
Ensure all outreach and referral-development activities comply with Medicaid and DDD requirements.
Participant Intake and Service Coordination
Review referrals, Individualized Service Plans, assessments, service authorizations and supporting records.
Confirm participant eligibility, approved services, authorized units, service dates, rates and applicable limitations before services begin.
Coordinate intake meetings with individuals, families, guardians, support coordinators and planning-team members.
Evaluate whether Infinity Healthcare Services can safely and appropriately meet each prospective participant’s needs.
Coordinate qualified staff assignments and establish appropriate service schedules.
Ensure all required consents, acknowledgments, assessments, emergency information and service documents are completed.
Monitor pending authorizations and communicate with support coordinators regarding missing or incomplete information.
Maintain accurate referral, waitlist, admission, transfer and discharge records.
Staffing and Workforce Development
Identify staffing needs based on authorized participant services and geographic coverage.
Recruit, interview and recommend qualified DSPs, behavioral professionals, therapists and other personnel.
Verify education, experience, licenses, certifications, background checks, exclusion screenings and other staff qualifications.
Coordinate required orientation, DDD training, service-specific training and annual retraining.
Ensure employees understand participant-specific needs, service plans, documentation requirements, incident-reporting expectations and professional boundaries.
Establish staffing schedules, backup coverage and procedures for missed or interrupted services.
Monitor staff attendance, performance, professionalism and service documentation.
Coordinate personnel matters with company leadership and human resources.
Documentation, Billing and Authorization Oversight
Develop and maintain compliant service-note templates and documentation instructions.
Review service records for completeness, accuracy, timeliness and consistency with the participant’s authorized service and Individualized Service Plan.
Reconcile staff schedules, electronic visit records, service notes, authorizations and claims.
Monitor utilization to prevent services from exceeding authorized units or service dates.
Coordinate corrections of incomplete or deficient records before claims are submitted.
Work with billing personnel to resolve claim rejections, denials, authorization problems and payment discrepancies.
Maintain organized and audit-ready participant and program records.
Identify overpayments, billing errors or compliance concerns and immediately report them to executive leadership.
Quality Assurance and Regulatory Compliance
Maintain working knowledge of applicable New Jersey DDD, Medicaid, HCBS, licensing, incident-reporting and provider requirements.
Assist in developing, reviewing and implementing the agency’s New Jersey policies and procedures.
Conduct routine participant-file, personnel-file, service-documentation and billing audits.
Track complaints, grievances, incidents, investigations and corrective actions.
Ensure required incidents and concerns are reported within applicable timeframes.
Coordinate internal investigations and corrective-action plans under the direction of executive leadership.
Monitor participant health, safety, rights, choice, community integration and satisfaction.
Prepare the program for DDD, Medicaid and other regulatory reviews.
Immediately escalate suspected abuse, neglect, exploitation, fraud, billing irregularities or threats to participant health and safety.
Clinical and Professional Service Coordination
Coordinate behavioral and therapy services with appropriately licensed or credentialed professionals.
Confirm that clinical personnel operate within their professional scope of practice.
Ensure clinical assessments, plans, progress notes and supervision satisfy applicable service requirements.
Maintain separation between administrative oversight and clinical decision-making when the manager does not hold the applicable clinical license.
Monitor professional licenses, certifications, malpractice coverage and credential expiration dates.
Financial and Performance Management
Develop service-capacity and revenue projections in collaboration with executive leadership.
Monitor authorized units, delivered units, missed units, billing status and collections.
Identify operational barriers that affect participant access, service delivery or reimbursement.
Recommend staffing and service-growth decisions based on participant needs, authorization levels and financial sustainability.
Avoid unnecessary overhead and build staffing in proportion to confirmed service demand.
Leadership Reporting
Submit a written weekly report that includes:
Referrals received and referral sources
Referrals awaiting information or authorization
Participants admitted and scheduled to begin
Active participants by service
Authorized, scheduled and delivered service units
Open staffing needs and coverage concerns
Documentation deficiencies
Claims submitted, pending, paid or denied
Incidents, complaints and corrective actions
Outreach activities and support-coordinator contacts
Revenue projections and operational risks
Matters requiring executive approval or intervention

Employment type
Part-Time

Work arrangement
No