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Associate Director of Outpatient
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JOB TITLE: Associate Director of Outpatient & Prevention Program Operations LOCATION: Project EdenWho are we?Horizon Services, Inc. (HSI) is a nonprofit established in 1974 offers addiction treatment with the goal of reducing substance use related challenges for people from all walks of life, including those from some of the most disenfranchised and marginalized communities. By practicing our values: Integrity, Compassion, Respect, and Professionalism, to provide residential treatment, withdrawal management, and sobering programs to support the well-being of women, men, youth, LGBTQ, and BIPOC clients to live healthy, fulfilling and constructive lives. HSI is an inclusive workplace and a learning community where our collective experiences enrich each other’s growth.The Associate Director of Outpatient & Prevention Programs (ADOPPO) position is instrumental in taking assigned service lines to new heights by improving quality of service delivery, integrating other HSI subject matter experts such as Clinical & Medical specialists, and expanding servicesto serve new market segments and/or regions in accordance with the agency’s strategic plan. Associate Director positions exemplify outstanding leadership skills with high emotional IQ in such a way that they serve as cross-functional bridges throughout the Horizon family ofprograms. The ADOPPO leverages lead staff members as ‘extenders’ in order to run a quality series of service lines which operate in alignment with agency policy, state regulation and licensing requirements; but is the ultimate directly responsible individual when it comes to the overall successful sustainability of the operation and has an ultimate end-goal of delivering a quality product to Horizon’s valued client-base. Key areas of focus for the ADOPPO position include: Development of diverse budgetary plans to outreach to the community in new and relevant ways that include timelines for spending to accurately report and demonstrate community needWorking collaboratively with Executive leadership to develop and expand prevention and adolescent program in ways that provide full transparency of program needs and strengthsEmbodying exceptional communication: This role requires that the ADOPPO models the ability to develop, implement and manage growing programs in collaboration with multiple counties and with discussion and accountability to the CPO, along with the broader executive leadership team (ELT).Proactive improvement of program structure, including curriculum and staff training through the leveraging of subject matter experts such as the Associate Director of Clinical Services (ADCS) and the Director of Outreach & DevelopmentEmbodying high-level leadership acumen throughout the agency & with stakeholders, serving as a mentor for all program managers throughout the Horizon family of programs.How can you make a difference in people’s lives?In this role, you’ll make a difference in the lives of people with substance abuse challenges, and often with co-occurring conditions. You’ll use and grow your skills in compassionate care, crisis intervention and de-escalation, in a supportive and inclusive work environment. You’ll have the opportunity provide our community with substance abuse treatment to help people who are just discovering possibilities in their journey, going from a place of hopelessness to a place where they are valued and have the potential for a better life.Responsibilities: Programmatic Operations & Safety Accountabilities:Programmatic Operations & SafetyFiscal Oversight, including successful leveraging of grant fundingPersonnel Recruitment & ManagementTraining & Professional DevelopmentProgram Compliance & Service QualityCommunications & Community RelationsResponsibilities:Programmatic Operations & SafetyDevelops and leverages lead staff members and/or other Program Mangers under the ADOPPO role to mobilize the following: Develop, coordinate, implement, and oversee the management of program operations and service delivery performed by front-line support and milieu staff for assigned program(s). Oversees the management of existing program activities and lines of service to ensure programmatic adherence to agency processes, policies, compliance standards, and core agency values.Responsible for coordinating the management and directing the work of front-line support and milieu staff to ensure full census and efficient utilization management at assigned program(s). Engages in marketing, client retention, client engagement, or other efforts as needed to meet and maintain census objectives.Provide oversight, supervision and monitoring of program staff to ensure a safe environment of care. Follows recommendations from Compliance and Outcomes Department to address environment of care and other safety concerns, including facility maintenance.Works with the CCO to design, develop, and implement policies, procedures, tools, and protocols to enhance client safety and environment of care safety. Communicates policy changes and provides training and education to direct care staff to ensure consistent safety practices for assigned program(s). Responds to complaints regarding client safety and environment of care as they are received and reports those findings to the CCO.Leverages the service line’s Compliance Manager as the Safety Representative for assigned program location(s) and ensure attendance in monthly Safety Committee meetings. Communicates best practices to assigned program staff and ensures adherence to those standards, including fire drills and other emergency preparedness activities. The ADOPPO may delegate Safety Representative duties and/or leverage the Compliance Manager as an intentionally removed support, however the ADOPPO maintains ultimate responsibility for the safe operation of assigned program(s).Design, develop, implement, and maintain policies and procedures related to program operations, including client intake and orientation procedures, medication storage and management, de-escalation, care coordination, program schedules, and all other elements of program operations for assigned program(s).Subject Matter Expert Integration: Through an open leadership style and flexible sharing of program-related operational information, actively integrates other clinical subject matter experts including the ‘Associate Director of Clinical Services’ and his/her Clinical Supervisor designees on program curriculum to ensure alignment across programs/lines of service. Collaborates with Compliance and Outcomes Department to ensure operational policies and procedures are consistent with compliance standards.Maintains expert industry knowledge on SUD program best practices and utilizes knowledge to enhance program operations and remain current with evolving industry standards and trends.Responsible for the oversight and management of all aspects of day-to-day administrative operations for assigned program(s) or lines of service.Service Line Growth & Development: Actively works with stakeholders to ensure adequate service volumes are achieved at all sitesStrategically works to expand and/or contract programs based on regional demand fluctuationsWorks to expand programs which serve as key product differentiators for HSI such as Prevention programs into new Bay Area regionsEstablishes new partnerships in surrounding Bay Area county regions in order to mobilize expansion effortsFiscal Oversight & Growth Responsible for overall fiscal integrity of assigned programs, including monitoring budget expenditures, program cash flow, and identifying additional funding and revenue sources as they become available. Makes corrective actions and recommendations to improve financial stability of assigned programs.Implements & successfully executes upon spending plans with clear action steps to be taken in order to successfully mobilize / draw-down unique sources of funding throughout any given fiscal year.Coordinates and manages collection and reporting of financial information to Finance Department for assigned program(s). Ensures information is timely and accurate.Implement and monitor procedures to manage and approve payroll, petty cash expenditures, receipts, receivables, and payables information for assigned program(s). Ensures information is timely, accurate, and reported to Finance Department consistently each month.Responsible for oversight and management of purchasing and inventory management for assigned program(s) or lines of service. Ensures inventory controls to maintain adequate levels of food, office supplies, and other program supply needs.Responsible for the oversight and management of client entitlements eligibility activities and reporting, including but not limited to SDI, SSI, AGAP, Medi-Cal, and any other participation in entitlement programs clients may receive benefits from while enrolled in programming. Oversees program staff in partnership with Lead roles in the preparation of required reports and eligibility documentation required in client charts.Responsible for oversight and management of client fees and other revenue within assigned program(s) when applicable, including management of relevant documentation. Medi-Cal beneficiaries are not responsible for out-of-pocket fees, but third-party insurers and other funding programs may require client out-of-pocket fees. Responsible for coordinating with Finance Department for submission of third-party insurance claims.Personnel Recruitment & ManagementCoordinates with Compliance and Outcomes Officer & related Compliance Managers to ensure staff credentialing documentation is maintained consistently in accordance with DHCS, DMC-ODS, BBS, SUD Counselor certification bodies, and other regulatory oversight agency compliance. Holds direct report staff accountable for maintaining required credentials, training, and other employment documentation.Responsible for managing the recruitment, selection, and onboarding of front-line support and milieu staff. Develops and implements procedures to ensure staff coverage needs are met for assigned programs(s). Responsible for maintaining appropriate staff to client ratios within assigned program(s).Manages employee progressive discipline, changing duties, salary adjustments, terminations, and other personnel actions for front-line support and milieu staff under general guidance of Human Resources department. Provides support and guidance to maintain the smooth operations of assigned program(s).Addresses employee relations issues and employee grievances promptly and in collaboration with the CCO & CPO, along with Human Resources department. Develops timely written responses to formal employee grievances.Responsible for front-line support and milieu staff scheduling and shift coverage. Timely review and approval of timecards. Coordinates paid time off (PTO) for staff at assigned program(s). Serve as principle point of contact and on-call responder for program emergencies, questions, or scheduling coverage needs as needed.Training & Professional DevelopmentIn partnership with other functional leads such as Human Resources and/or the Outreach & Development Director, develops, coordinates, and implements new hire training and ongoing professional development for assigned direct reports. Supervises and oversees performance and provides regular feedback for continued improvement and supports staff in creation and implementation of professional development plans.Under the guidance of the Sr. Human Resources Manager, conduct performance reviews and evaluations to ensure goal and role clarity, required outcomes, and strengths-based feedback for professional growth for assigned staff, diligently tying performance successful embodiment of the agency’s top 4 core values.Through the successful leveraging of Lead staff members as ‘extenders,’ provides guidance and support to improve problem-solving, assist in professional development, and provide structure to front-line support and milieu staff.In partnership with the Director of Outreach & Development, and maintain ongoing learning program to meet SUD registration and certification requirements as defined by recognized certifying bodies (CCAPP, CAADE, etc.).Assists the CPO and the Director of Outreach & Development in the assessment of training and development needs and developing plans to ensure alignment of training materials with organizational objectives and values.Continuously analyze training content and delivery methods to support employee engagement in partnership with Human Resources, current best practices, processes, and standards.Coordinates with the CPO, Director of Outreach & Development and service line Clinical Supervisor (ADCS) in the mobilizing of training opportunities for assigned program staff; leveraging clinical subject matter experts thoughtfully in order to enhance the service quality of the assigned programs.Program Compliance & Service QualityFollows recommendations provided by Compliance and Outcomes Department led by the CCO to develop and implement policy, procedure, and protocol improvements to maintain compliance with HIPAA, 42 CFR, DHCS licensing, DMC-ODS standards, contract requirements, and other stakeholder requirements and standards.Collaborates with Compliance and Outcomes Department and follows recommendations to implement timely corrections for identified compliance deficiencies, corrective action plans, or performance improvement plans for assigned program(s). Directs the efforts to implement identified corrective actions and solutions.Collaborate with Compliance and Outcomes Department to implement program policies, procedures, and protocols to enhance services delivery and ensure clinical documentation and other quality related standards are met for assigned personnel. Implement quality improvements identified by Compliance and Outcomes Department.Collaborate with Compliance and Outcomes Department to implement systems/tools to maintain contractual compliance and ensure timely reporting of relevant data to funders and oversight agencies.Coordinate staff training related to DHCS, DMC-ODS, and other federal state, and local regulations.Coordinate with Compliance and Outcomes Department to monitor compliance calendar and ensure necessary compliance deadlines are met by assigned program staff.Address all client grievances and complaints in a timely fashion. Manage corrective actions performed in response to complaints or grievances for assigned programs and staff. Respond to formal written grievances in accordance with established agency policies and applicable regulations.Communications & Community RelationsEnsure consistent representation at County meetings and other stakeholder engagements. Provide guidance and feedback regarding external communication and coordination efforts with government agencies, funders, providers, and other external stakeholders to maintain strong relationships and address prog
