Targeted Evaluation Team Operations Coordinator

Department For Persons With Disabilities Oak Ridge , NJ 07438

Posted 1 month ago

For over 75 years, Catholic Family and Community Services, has provided at little or no cost, a full spectrum of services to individuals who are oppressed, families who are in crisis and communities who are disenfranchised.

Located throughout the New Jersey Counties of Passaic, Morris and Sussex, we provide professionally based social services, including Behavioral Health Programs, Veterans Services, Childrens Programs, Senior and Aging Services and much more.

Targeted Evaluation Team Operations Coordinator (TET)



Full time; exempt. Hours will need to be flexible and may require working in the evening or weekend.

Job Summary:

Responsible for coordinating and managing the daily operations of the Targeted Evaluation Team, assuring the timely provision of evaluations and assessments for the birth-to-three population, and maintaining communication between the TET and SCHS units (Bergen, Passaic, Essex, and Hudson Counties).


Facilitate the day-to-day operations of the TET through the following:

r. Facilitate the Early Intervention Management System (EIMS) Referral of Evaluation, Assessment, and Annual & Exit BDIs process to ensure that timelines and guidelines are met.

  • Triage referral assignments to Evaluators & assign appropriately, based upon areas of concern; ensure the coordination and scheduling of timely appointments for evaluations, assessments, annual and exit Battelle Developmental Inventory (BDIs) & Individualized Family Service Plan (IFSP) meetings.

  • Facilitate the operation of the billing process with EIMS to ensure that CFCS is fully reimbursed for all evaluations, assessments, BDIs, and meetings performed.

  • Design and develop procedures to monitor system tracking and ensure compliance with State, Regional Early Intervention Collaborative (REIC), and agency regulations and policies.

  • Coordinate and supervise the working functions of TET office staff (secretary/referral coordinator, translator, BDI coordinator, data entry person, and billing coordinator) to ensure maximum productivity, comprehensive & efficient work completion & non-replication of workloads; teach to cross-train, and assist during times of heavy volume.

  • Maintain written & verbal communication between the Targeted Evaluation Team & Service Coordination Units and System Point of Entry (SPOE).

  • Act as Liaison between TET Office Team, Service Coordination Units & Regional Collaborative, and provide public relations & intervention & advocacy for families.

  • Process Evaluation Team payroll as scheduled, in Director's absence, and monitor for accuracy of submitted invoices and charges by eval team members to include verification of charges, accuracy of hours and dollar amounts charged.

  • Independent Contractor Invoice verification & calculations

  • Travel Log verification for staff travel charges (monthly),

  • Productivity Requirement calculations monthly


  • Maintain statistical information and provide to the TET Director monthly, to include

  • Numbers of Referrals received, Evaluations, Assessments & IFSP's completed, # of

Annuals & Exits completed; percentages of eligibilities, percentages of attendance at IFSP's. Disposition of cases not completed, & periodic bar charts.

  • Breakdown of assessments by type (Physical Therapy (PT) , Occupational Therapist (OT), Speech Therapy (ST), Behavioral (BEH), Social Work (SW)

  • Eligibility statistics monthly

  • Translation billing monthly

  • Weekly audits of Referral Spreadsheet input to ensure timely meeting of timelines by eval team members.

  • Coordinate & maintain accurate files & statistics on the "Child Outcomes Project" (BDI-2) including required communication with Department of Health (DOH.)

  • Maintenance of NJ DOH issued Acer & Dell Laptops for use by eval team members, including working with Riverside Publish Co. (Software Support Team) to troubleshoot malfunctioning laptops.

  • Monitor to ensure the sending of electronic copies of reports (Initial, Annuals, Exits, & Spanish Translations) to Bergen, Passaic, Essex, and Hudson SCU's.

  • Cross-reference BDI-2 county classrooms against TET Database Referrals by month to ensure entry of all children into the BDI-2 database.

  • Correspondence & alerts to TET clinicians to complete deficiencies.

  • Review of TET Database for accuracy of data entry.

  • Monthly review of billable hours of clinicians to ensure productivity requirement of 80% is consistently being met. Appropriate follow up to correct deficiencies when needed or appropriate.

  • Maintain records of up-to-date professional licensure of staff and consultants.

  • License renewals & liability insurance up-to-date

  • Ensure renewal of Annual contracts with Independent Contractors.

  • Mandatory meetings & Submission of Certificates of Attendance to Mandatory Training classes.

  • Attend State, Regional, and County-Specific meetings & trainings required by NJ Early

Intervention System in order to maintain open communication between SCU's and TET's.

  • Part C Meeting (monthly)

  • Bergen, Passaic, and Essex County meetings (bi monthly)

  • TET meeting (bi monthly)

  • DOH TET meetings (quarterly)

  • Meet at least bi-weekly with TET Director for TET Updates & Supervision.

  • Provide coverage for each TET office position during team absences due to vacations, PTO, etc., performing duties such as referral scheduling, authorization validation and electronic billing, correspondence, data entry, phones, filing, copying & collating as needed to ensure smooth & seamless operation of the office.

  • Oversee purchasing of office supplies to ensure maximum re-cycling, minimizing of waste, economically sound, and environmentally friendly purchasing practices

  • Perform other duties that may be assigned by TET Director from time to time to support the effective and efficient operation of the CFCS Evaluation Team.


  • Must meet one of the following criteria:

  • Licensed Registered Nurse w/Bachelor's Degree

  • Certified Teacher of the Handicapped

  • Speech-Language Pathologist, or licensed Physical or Occupational Therapist

  • Other NJEIS Personnel Standards Designation (LSW, LCSW, LAC, LPC, LMFT, Behavior Specialist, Child Development Specialist, Psychologist, among others)

  • Current NJ License / Certificate as appropriate

  • 2 years experience in NJEIS, at least 1 of which must have been TET

  • 1 year Prior Management Experience

  • Good people skills and telephone skills

  • Must have valid NJ driver's license

  • Requires working in office as well as the community, traveling throughout the State of New Jersey.

  • Must be proficient in EIMS, as well as Microsoft Word and Excel.

Catholic Charities is an equal opportunity employer (EOE) we will discontinue the use of any recruitment resources which engages in direct or indirect discriminatory practices.

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Targeted Evaluation Team Operations Coordinator

Department For Persons With Disabilities