Agency Manager

The Agency Manager is responsible for managing Agency Intake and Care Coordination. This position is a key participant in regular manager meetings charting the course and progress of the organization.

The Agency Manager provides oversight of our community-based residential programs and homecare serving individuals with physical and mental disabilities.

The Agency Manager is responsible for all required documentation for programs, services, staff, and physical sites and ensures continuous compliance to all federal and state regulations.

The ideal experience for this role is: Program Manager, Program Director, Program Coordinator, CADI, BI, EW, CAC, VA Case manager

The Agency Manager provides leadership to the staff teams at each site and serves as a liaison between support team members and case managers while ensuring compliance with all county and state regulations.

Agency Manager Overview:

• Understand and support the mission, vision, and values of the organization.

• Embrace the strategic direction of the organization and make decisions that fulfill our ultimate organizational goal – to the community of choice for all stakeholders.

• Working Knowledge of Assisted Living Licensing and Home Care Licensing

• Maintain agency compliance to state laws and regulations

• Directly supervises the care coordinator and direct support professionals

• Manages Intake for new referrals; Interacts with individuals receiving services, guardians, case managers, and health care professionals, etc.

• Maintains relationships with referral/community sources.

• Develops, plans, implements, analyzes, and organizes clinical operations; quarterly

Key Responsibilities:

• Accountable to ensure patients meet admission criteria and make the decision to admit patients to service.

• Assigns appropriate clinicians to a case, as needed.

• Instructs and guides clinicians to promote more effective performance and delivery of quality home care services, and is available at all times during operating hours to assist clinicians as appropriate.

• Monitors cases to ensure documentation is in compliance with regulatory agencies and requirements of third-party payers. Ensures final audits/billing are completed timely and in compliance.

• Works closely with DON/Contractor to prep documentation audits such as MARs, ISP data, T-logs, etc.

• Ensures health and safety of individuals by creating and facilitating appropriate support services

• Preparing for and participating in agency meetings

• Maintains and audits individual’s served data

• Attend and prepare documentation for client quarterly, semi-annual, and annual meetings

• Audits documentations such as MARs, ISP data, T-logs, etc.

• Ensures direct care professionals are continually developed and executing client goals per CSSP

• Supervise in conjunction with Care Coordinator; Hire, train and maintain staff records.

• Directly involved in staff’s performance evaluation and any disciplinary action per company policy

• Collaborates with team to write new goals or modify existing ones

• Approves paid time off and attendance for staff

• Oversees Minnehaha Residence spending and ensures site stays within budget

• Completes schedule needs and ensures site is within staffing ratio

• Reduces overtime costs by closely managing schedules

• Conducts/delegates the assessment and reassessment of patients, including updating of care plans and interpreting patient needs, while adhering to Company, physician, and/or health facility procedures/policies.

• Manages the assignment of caregivers.

• Responsible for and oversees the delivery of care to all patients served by the location. Receives case referrals.

• Reviews available patient information related to the case, including disciplines required, to determine care needs.

• Coordinates communication between team members/attending physicians/caregivers to ensure the appropriateness of care and outcome planning.

Team Based Management Oversight:

• Works in conjunction with the CEO and CFO to establish location's revenue and budget goals.

• Participates in sales and marketing initiatives.

• Supervises all clinical employees assigned to a specific location.

• Responsible for the overall direction, coordination, and evaluation of the location. Carries out supervisory responsibilities in accordance with Company policies and procedures.

• Handles necessary employee corrective action and discipline issues fairly and objectively.

• Participates in the interviewing, hiring, training, and development of direct care clinicians. Evaluates their performance relative to job goals and requirements. Coaches staff and recommends in-service education programs, when needed. Ensures adherence to internal policies and standards.

• Assesses staff education needs based on the review of clinical documentation in addition to feedback and recommendations by Utilization Review staff. Upon completion of the assessment, creates and conducts regular staff education as needed.

• Analyzes situations, identifies problems, identifies and evaluates alternative courses of action through the utilization of Performance Improvement principles.

• Responsible for review of the appropriate number of Case Managers and clinical staff documentation to include starts-of-care, resumption-of-cares, and re-certifications, for appropriateness of care, delivery, and documentation requirements.

• Responsible for the QA/Pl activities. Works with Utilization Review staff relative to data tracking for performance review and outcomes of care analysis to determine efficiency, the efficacy of case management system as well as any other systems and process. Competently performs patient care assignments and staff management activities.

• Provides direct patient care on an infrequent basis and only in times of emergency.

• Acts as Agency Director in his/her absence.

• Interprets Company standards and Company policies and procedures to ensure compliance with external regulatory authorities and ensures that caregiver clinical documentation meets internal standards.

• Participates in performance improvement activities, maintains ongoing clinical knowledge through internal and external training programs. Provides interpretation of knowledge and direction to staff.

• Participates in professional organizations and conducts care-related programs.

• Performs other related duties as assigned or requested.

Working Conditions:

• The Agency Manager position is subject to flexible hours. This position will travel regularly into the community and work in a variety of settings both inside and outside the site and throughout the community. The Program Manager is subject to frequent interruptions, crisis management and imposed deadlines. This person is subject to problem solving activities and has regular contact with individuals, family members, friends, federal, state or county regulatory personnel, other provider personnel, and the general public, who may be hostile or emotionally upset. Answering calls from referral sources, prospective clients and/or their family members to educate them about our services and care options, existing clients and employees.

• Performing on site assessments and quality assurance visits to clients’ homes to assure complete satisfaction of care services

• Leading orientations, in services, trainings and other company programs or initiatives to enrich the quality of our caregiving staff

• Visiting and arranging local meetings/appointments with potential referral sources to develop new business relationships and referral networks.

• Extremely high importance will be placed on generating regular streams of new business by providing exemplary customer service via consumer marketing, regularly referral marketing to the community, leading and participating in community outreach events to spread brand awareness

• Calling on and developing new referral accounts in the local healthcare and senior care community with elder care industry professionals, organizations and establishments (ex. Geriatric Care Managers, independent/assisted/skilled living facilities, hospitals, concierge doctors, etc)

• Representing our services in a professional and creative manner

• Maintaining accurate records on all prospective and active clients, employees and referral sources

Job Qualifications:

• Bachelor degree in a field related to human services, social work, health care communications and one year of full-time experience in working direct care with individuals with disabilities or Mental health issues.

• Associates Degree or Diploma in a field related to human services from an accredited post-secondary institution and 2 years of full-time experience in working direct care with individuals with disabilities or Mental health issues.

• Four years of experience in working direct care with individuals with disabilities or Mental health issues under the supervision of a staff person who meets the previously listed qualifications.

• MUST HAVE supervisory level experience in a program/service providing direct support services to persons with disabilities or persons age 65 and older.

Job Requirements:

• Valid driver’s license

• Have 1+ years of 245D and HCBS and Integrated experience

• Must not be disqualified by appropriate criminal background studies.

• Complete all orientation and training needs as written in the policy.

• Possess good oral and written communication skills and organizational skills.

• Basic knowledge of Microsoft Office, Gmail, and Chrome.

• Must be tech-savvy and open-minded

• Experience or training and program/service plan development.