Personal Care Home Administrator

Description

OVERALL OBJECTIVES OF JOB

The primary function of this position is to establish and direct the overall operation of the facility’s operations in compliance with all federal, state, and local guidelines, standards and regulations, and, as directed by the Executive Director so as to ensure that each resident receives the highest standard of care and services and to ensure the facility is operated in a prudent and fiscally responsible fashion.

The Personal Care Home Administrator has total responsibility for the personal care home, on a 24 hour/7 day per week basis, with regards to staffing, payroll and benefits administration, budget, fiscal management, clinical care delivery, staff training and education programs, operational and capital expenditures, and operational decision-making under the guidance and scrutiny of the governing body/board.

ESSENTIAL FUNCTIONS OF JOB

1. Establishes policies and procedures pertaining to all aspects of resident care, personnel, medical staff, fiscal proprieties, public relations, and corporate compliance etc., under broad directives from the Board of Directors. Implements systems to ensure that all facility staff is knowledgeable of policies and procedures.

2. Periodically reviews compliance with established policies and procedures by all personnel and other related ancillary activities.

3. Effectively communicates work performance expectations, policies, procedures, and practices to Department Directors and other facility staff.

4. Ensures compliance with all applicable federal, state and/or local guidelines, standards, and regulations that govern the facility. Develops and initiates action plans when non-compliance is identified with immediate steps to correct practices via the Quality Management Program.

5. Ensures residents’ care and service delivery needs are adequately addressed on each resident service plan and that service plans are developed in accordance with facility policy and regulatory requirements. Periodically audits residents service plans, care delivery documentation, and level of care assessments to assure accuracy and completeness.

6. Serves and functions in a problem-solving capacity with regards to home operations and daily management. Utilizes existing resources, including corporate level staff, when faced with complex decisions or decisions of highly critical nature.

7. Remains current on all regulatory and governmental requirements governing operations of the home. Utilizes all existing resources, as needed. Participates in programs, training sessions, and educational opportunities offered by corporate staff, local communities, and professional organizations.

8. Conducts regularly scheduled Department Director meetings and documents such meetings.

9. Responsible to ensure a fire safety and disaster program response plan to prevent fire and injury to residents, employees, and visitors. Responsible to maintain and operate the home in accordance with all fire and life safety requirements and to establish and maintain a safe and hazard-free environment.

10. Coordinates the human resources functions of the facility in conjunction with the Human Resource Manager. Establishes pre-employment screening criteria, initiates systems to conduct competency assessments of the work force upon hire and periodically throughout work tenure, maintains knowledge and stays current in legal and regulatory requirements as it relates to human resource functions and employee management.

11. Monitors the financial performance of the facility on a routine basis. Follows internal policies and procedures related to fiscal management, internal controls, and fiscally prudent management practices.

12. Assists in development of budget preparation and is responsible to ensure the facility meets and/or exceeds budgeted forecasts on an ongoing basis. Establishes daily rates for room and board and personal care services to remain competitive in the local market. Manages the operational costs in accordance with the budgeted forecasts. Investigates and documents when variances in financial performance are identified.

13. Establishes and maintains a liaison relationship with community hospitals and other health care facilities and referral sources and coordinates resident care and service delivery through positive working relationships, transfer agreements, and contractual relationships, as needed.

14. Coordinates the facility’s marketing program and marketing action plans. Identifies all potential referral sources, establishes a marketing schedule to ensure onsite visits occur with all potential referral sources, develops and maintains effective working relationships with all referral bodies, positively represents the facility in the general public, and utilizes effective marketing strategies to promote positive facility relations.

15. Coordinates the new admission process. Performs assessment of prospective residents in community setting to ensure facility is able to meet care and service delivery needs. Assesses prospective resident financial information as part of admission criteria. Arranges for necessary transportation, care needs, and service delivery, as the resident’s needs warrant, once accepted into the facility.

16. Periodically reviews and inspects the condition of the physical plant and directs any necessary repairs, purchases, new construction programs, etc., within the financial capabilities of the facility. Follows corporate policy regarding authorization of capital and non-capital expenditures and purchases.

15. Communicates through job descriptions performance expectations to Department Directors and staff. Conduct and direct periodic performance evaluations of all staff in regards to work related performance achievements and/or deficiencies. Ensures systems in place to consistently document said work performance evaluations and remediation plans.

16. Prepares and provides both internal and external reports that are timely and accurate, as required by external regulators, corporate staff, and/or internal controls monitoring.

17. Selects competent personnel to supervise the activities of various departments and serve as Department Directors. Assists Department Directors in preparing job descriptions, policies, procedures, and work practices for all departments. Routinely directs the activities of departments and provides feedback regarding observed performance and department effectiveness in meeting operational goals.

18. Guides all facility staff in promoting resident-centered care initiatives. Establishes and embodies a facility culture of caring, establishing positive relationships with all stakeholders, and promoting appropriate care and service delivery.

19. Represents the facility in a positive, professional manner in dealing with outside agencies, stakeholders, governmental entities, regulatory bodies, and the general public. Establishes a team concept among all personnel and is thus respectful of and cooperative with all co-workers and peers, as warranted.

20. Participates on various internal, external, and corporate committees, as required and/or as directed.

23. Manages employee relations in accordance with employee handbook, human resources policies and procedures, and/or collective bargaining agreement, as applicable. Establishes, maintains, and monitors grievance and/or complaint procedures. Conducts staff satisfaction surveys according to policy and/or corporate guidance.

24. Manages resident, family, visitor, and other key stakeholder relations in accordance with operational policies and procedures. Ensure care and services meet the satisfaction of residents, families, physicians, etc., to minimize complaints, licensure violations, and/or legal action. Establishes, maintains, and monitors grievance and/or complaint procedures. Conducts resident satisfaction surveys according to policy and/or corporate guidance.

25. Immediately initiates abuse prohibition policies and procedures for allegations that meet the abuse and neglect reporting standards. Ensures all elements of facility policy are maintained and administered, as indicated.

26. Ensures all external regulatory reporting requirements are completed in a timely and accurate fashion and maintained and documented appropriately.

27. Coordinate annual and complaint inspections by regulatory agencies. Correct all identified deficiencies in a timely manner.

28. Models and demonstrates professional behavior on a day-to-day basis. Serves as a positive role model for all facility staff. Behaves ethically in conducting day-to-day business.

29. Maintains a safe work environment and exhibits safe work practices, assuring resident safety.

GENERAL

1. Works shift assignments as necessary and/or directed.
2. Conducts in-services, supervisory, and other trainings, as needs arise, required, and/or directed.
3. Assesses supplies and equipment needs and assists in assuring an adequate amount of inventory is maintained.
4. Utilizes ancillary and corporate support personnel appropriately.
5. Follows policies, procedures, and practices to protect self, facility staff, residents, and visitors’ safety and well-being.
6. Adheres to and upholds all regulations and recommendations of the local Department of Health, Department of Public Welfare, and any other applicable governing entities.

OTHER DUTIES OF JOB

1. Assumes all other duties as assigned.
2. Maintains a professional, customer-oriented demeanor at all times.
3. Works within a team concept and thus cooperative with the co-workers, peers, and subordinates.
4. Maintains confidentiality of all facility, corporate, resident, and employee information in which he/she has access.
5. Represents the facility, management team, and the Board of Directors/Governing Body in a positive, professional, trustworthy, and forthcoming manner.

SUPERVISION RECEIVED

Receives supervision, instruction and reports directly to the Executive Director.

PHYSICAL DEMANDS OF JOB

1. Must meet the general health requirements set forth by the policies governing both the organization and its’ contracted facilities. A pre-employment and periodic medical and physical examination to ensure physical demands of position can be met, with or without assistive devices, may be required as a condition of employment.
2. Must possess sight and hearing senses or use prosthetics, which will enable these senses to function adequately, so that the requirements of the position can be fully met.
3. Must be able to operate a motor vehicle and utilize such vehicle to travel to work site locations. Must be able to travel via airplane, train, bus, or other mode of transportation to any assigned work site where this mode of travel may be utilized. Must be able to sit for extended periods of time.

4. Must be able to move between locations both inside and outside the contracted facilities and sit and/or stand for extended periods of time. Must be able to periodically bend, lift, and/or carry up to fifty (50) pounds and occasionally push or pull equipment weighing up to one hundred (100) pounds.

5. Required to reach, handle, and manipulate equipment relevant to this position as needed.

6. Is subject to frequent interruptions and must be able to adjust work tasks and schedules accordingly.

7. May be subject to handling of and exposure to hazardous chemicals.

8. May be subject to exposure to infectious waste, blood and body fluids, diseases, conditions, etc., such as TB, AIDS, and Hepatitis B viruses, which are contagious with human contact.

9. May be subject to emotionally distraught residents, family members, visitors, personnel, etc. and must possess the ability to cope with the stresses of the environment.

Qualifications

QUALIFICATIONS

EDUCATION/TRAINING

Requires an active Personal Care Home Administrator Certificate in the state in which he/she is practicing. Prior supervisory experience in the health care industry is highly encouraged.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of job.
2. Must possess ability to function independently, have flexibility and the ability to work effectively with residents, co-workers and others.
3. Must possess effective communication and interpersonal skills.
4. Must possess ability to maintain confidentiality in regard to resident and employee information and records.
5. Must possess knowledge and ability to operate medical equipment, utilizing all safety procedures.
6. Must possess general knowledge of policies and procedures used to assist employees.
7. Must possess knowledge of and the ability to use proper body mechanics to meet physical job demands.
8. Must possess ability to interact effectively with residents and employees.
9. Must possess ability to evaluate and interpret information.
10. Must possess ability to properly record, chart and document necessary information as required by established policies/procedures.
11. Must possess knowledge of federal, state, county, and nursing home policies and procedures as they relate to the overall operations of the nursing home.
12. Must possess knowledge of infection control and universal precautions and the ability to apply same to essential job duties.
13. Must possess excellent organizational skills and the ability to accomplish several duties and meet schedule of various departments.
14. Must possess knowledge of and comply with Resident Rights, including but not limited to the treatment of residents, dignity of residents and personal and property rights of residents.
15. Must possess ability to calmly and effectively communicate with residents and staff under stress.