Program Administrator
2 weeks ago
POSITION PURPOSE: The Program Administrator is responsible for overseeing home care operations within their respected program and ensuring the delivery of compassionate high-quality care. Responsibilities include staff management, compliance, coordinating with applicable staff for the purpose of business development and recruitment, preparing managerial reports according to required timelines. The Program Administrator ensures the effective and efficient use of resources to maintain high-quality care and customer satisfaction.
The Program Administrator reports to: Executive Director
CLASSIFICATION: Non-Exempt
SUPERVISION EXERCISED: Recruitment and Retention Coordinator, Nursing staff, Caregivers
PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS: The Program Administrator has supervisory and management accountability for the following functions/tasks. ● Maximize resources and utilize Key Performance Indicators (KPIs) to measure and manage progress. ● Handling of all EVV Tracking and upkeep and preparing a “moderation report” to be given to the Executive Director no later than 9am on billing day to ensure adherence to Federal, State and local laws and accuracy. ● Manage note approvals and ADL completion tracking to include signatures and complete handwritten reports. ● Handling of Miss Reports when applicable. ● Managing and tracking of client census and reporting changes to the Executive Director. ● Manage the handling of client authorization forms for services to include tracking client eligibility when applicable. ● Creating client profiles, schedules and upkeep to include coordinating with applicable staff to ensure accuracy. ● Ensure documentation is maintained on all current and past employees. ● Ensure client referrals are directed to the marketing department for follow up and processing to include documentation of client lead. ● Conduct weekly quality meetings with program team management and upper management. ● Ensure consistent delivery of personalized, compassionate, appropriate care that meets the individual needs of the clients. ● Uphold high-quality provider standards through consistent delivery of high-quality care and exceptional customer service. ● Manage the handling of all client incident reports and report to the Executive Director and nursing staff to include proper documentation. ● Provide timely and effective feedback to the Executive Director. ● Ensure regulatory staff compliance by overseeing training, testing ie, TB and drug, car insurance and various recertifications ie, drivers license, HHA, CNA etc. and coordinating with applicable staff when necessary. 08/02/2024 ● Supervise, counsel staff and conduct annual employee performance evaluations to include documentation. ● Provide staff direction through general meetings, outlining clear expectations and accountabilities to include documentation and corrective action. ● Develop relationships with vendors and the business community. ● Engage in constructive problem-solving and exploring new ideas. ● Support change and communicate positively about it with employees. ● Maintain absolute confidentiality of all information pertaining to employees, clients and clients’ families. ● Ensure on-call policies and procedures are carried out in accordance with company policy. ● Manage timely and effective communication. ● Make timely, well-informed and appropriate decisions by examining all the relevant and available facts; explore alternatives and commit to action. ● Maintain regular and predictable attendance tracking of all program managers to include any/all paid time off. ● Monitor and receive time off requests from staff and submit for approval to the Executive Director. ● Oversee attendance tracking of all caregivers and coordinate with appropriate staff accordingly. ● Monitor and assess the delivery of care to the client population using tools such as satisfaction surveys and pop in visits when and where applicable. ● Manage and train members of management staff to ensure performance standards. Develop and maintain programs that support retention and development of the home care team and drive continuous improvement and excellence in care delivery. ● Ensure the performance of the business through effective management that optimizes revenue and control costs. ● Build and maintain strong relationships with client families and caregivers through frequent communication and addressing concerns promptly. ● Manage employee and client complaints to include documentation and report to the Executive Director.
QUALIFICATIONS, REQUIRED JOB KNOWLEDGE AND SKILLS: ● Four-year degree in Business Administration preferred, or a two-year degree in Business Administration or a related field. ● Five years of experience in positions of increasing responsibility, preferably in private duty home care. ● Successfully complete all and ongoing compliance with licensing, certification, continuing education, background checks, drug and alcohol testing, Office of Inspector General (OIG) screening, and health assessments/other assessments as may be required under federal, state, or local law or per employer policy. ● Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) applications, scheduling systems and other industry-related software. ● Excellent conceptual thinking skills with the capacity to analyze complex issues that are sensitive in nature. Effective conflict resolution and solution implementation. ● Ability to listen and communicate clearly, fluently, diplomatically – both orally and in writing. 08/02/2024 ● Ability to remain flexible, resilient, calm and maintain a sense of humor in all situations. ● Present a well-groomed image that reflects the professionalism of the business. ● Ability to plan, organize, prioritize, delegate and accurately complete work activities within deadlines while managing interruptions. ● Work independently and proactively with minimal direction and/or supervision. ● Ability to generate goodwill for the business with clients, their family members and other referral sources. Demonstrate a strong commitment to client service excellence.
PHYSICAL/ENVIRONMENTAL DEMANDS: ● Must be able to perform tasks that involve a combination of sitting, standing, bending, reaching, stretching, stooping, walking, climbing stairs and moving intermittently during working hours. ● Must be able to see and hear or use prosthetics that enable these senses to function adequately to meet the requirements of this position. ● Must have reliable transportation. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Every employee is required to follow all additional policies, procedures, and rules, as set forth by the Company, which are subject to change.
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