Program Manager

Program Manager

The Program Manager coordinates support for people living in Community Living settings. They manage a caseload and monitors for program quality, client, and family satisfaction, ISL budget responsibility, and compliance with funding source and accreditation standards. Additionally, the Program Manager will ensure that all community living team members are trained on individual goals, progress tracking system(s), and specific program requirements.

Basic Functions And General Responsibilities :

Responsible for ensuring the Community Living program functions according to high quality standards.

Maintain familiarity with and implement all accreditation standards as well as all other requirements mandated by the contracting agency.

Conducts regular visits, at least weekly, to homes on assigned caseload for QA observation and structured feedback. This includes but is not limited to financial audits, staff training, and face-to-face visits with individuals served.

Train and support Team Supervisors ensuring that all agency and individual funds are recorded accurately and accounted weekly or as needed.

Must be familiar with completing an ISL budget, Staffing Pattern and reporting staffing variances to the Program Director.

Must ensure adequate staffing is available in all assigned locations based upon DMH approved ratio and / or approved ISL staffing pattern. If certified staff are unavailable, PM will cover shift as necessary to ensure the health and safety of individual(s) served.

Support the Team Supervisors and finance department in ensuring that all agency and individual funds are recorded accurately and accounted for monthly or as needed.

Report all individual and staffing related emergencies to Program Director

Report all individual related emergencies via CIMOR EMT entry within Life Unlimited / Department of Mental Health timelines.

Reports to Program Director and ensures that follow up items from service monitoring, such as APTS, monthly observation / QA visits, and RN summaries, are completed within 30 days of discovery.

Works with Intake Team on site development, roommate matching, and Meet and Greets to ensure a smooth transition to community living services.

Responsible for Person Centered Planning process for assigned caseload.

Advocate for individual's self-expression and ensures their hopes and dreams are addressed in their plan.

Collaborate with support coordinators to ensure person-centered planning meetings occur. Ensures collection and compilation of annual reports / documents before the meeting, contributes during the meeting, suggests programming and data collection methods as well as makes recommendations for program outcomes and methodologies for plan implementation.

Collaborate with support coordinators to ensure the finished ISP / Addendum is accurate and complete. Provide feedback and follow up at necessary.

Ensure active ISP, Addendums, and ISP Programs are available in Therap at the time of implementation. This includes but is not limited to : ISP available for residential staff, Individual Residential Shift Note, Individual Outcomes, etc. is at all homes on assigned caseloads.

Provide support to program teams to ensure effective training in the implementation of all behavior development and program plans.

Support Team Supervisors in coaching and training Direct Support Professional on implementation of individual support plans.

Responsible for supporting staff in following proper procedures for reporting of daily documentation into electronic client records management system.

Submit Therap Monthly Summary reports to Support Coordinators prior to the 15th of the month.

Ensures documentation is compliant will all applicable laws, rules and regulations.

Ensure confidential and health related records are kept secured.

Supervise the maintenance of all individuals' files to ensure all requirements are met.

Ensure documentation of medical appointments, treatment plans and progress on health-related goals is completed according to policy and procedures.

Works with Team Supervisor / Health Coordinator and RN to Track annual examinations, recommended follow-up appointments, and routine lab work as well as unexpected medical needs.

Ensure all appointments, medical records, and medical results are entered into the correct locations in Therap.

Ensures RN recommendations via HRST / Therap are addressed within 30 days.

Maintains agency and individual funds assigned to work-site location.

Collaborate with Life Unlimited Finance Department to development of ISL budgets / staffing patterns, ensuring Master Schedule and Payroll System matches approved staffing patterns, and report to staffing pattern variances.

Ensure houses are staffed based upon the approved staff patterns and ratios.

Provides weekly oversight on all finance accounts / ledgers and ensures funds are accounted for according to agency policy.

Work with Team Supervisor's to ensure receipts for purchases and individual paystubs are maintained as per agency policies and practices.

Work with Team Supervisor and finance department to ensure all NAFS funds are allocated appropriately.

Responsible for timely and ongoing communication and satisfaction.

Responsible for timely and ongoing communication with Life Unlimited Ins. Teams.

Interact in a professional manner with agency staff, personnel, and internal / external stakeholders to promote high quality services and support.

Ensure individuals are satisfied with their services and level of care by performing annual individual satisfaction surveys. Reports satisfaction and steps to improve to program and administrative leadership.

Maintain professional relationships with guardians, family members, co-workers from other programs, and support coordination agencies frequently or according to their preferences.

Participates in agency meetings as well as monthly staff and house meetings to address corrective actions needed to address issues identified during health QA assessment(s) and / or Service Monitoring.

Communicate any changes in functioning, health status, or behavior to members of the Residential Team, Program Director, and Community RN.

The ability to effectively and efficiently use computers or mobile devices to input, access, modify, or output information. This includes the ability to quickly access, store and retrieve data.

Responsible for ensuring the Community Living program is adequately staffed, trained, and compensated.

Anticipate staffing needs and work with Program Director and Human Resources to create strategies for reductions in turnover.

Will provide direct supervision of all assigned TS's and ensure job duties assigned to TS's are completed within established timelines.

Support Team Supervisors in training of new hires at individuals' homes on assigned caseloads.

Works with residential team to ensure staff understand their roles, are held accountable for their objectives and obligations, and meet training requirements.

Will work a direct care shift at least six (6) times per year. Must work at least once per year in all homes on assigned caseloads to remain familiar with individuals needs.

Provide 24 hour on-call support to Team Supervisors and Direct Support Professional as necessary, on caseload.

Support Team Supervisors in providing performance feedback and corrective action.

Conduct annual performance reviews for Team Supervisors and Direct Support Professional assigned to PM locations.

Complete and supports program team in the payroll approving process

All Other Duties as Assigned

Core Competencies :

Must possess good communication skills both orally and in written form.

Must have ability to use computer and other electronic equipment.

Must have a desire to manage a team of staff supporting individuals with developmental disabilities and advocate for them in any possible way.

Must possess self-motivation, initiative and independence to work without direct supervision.

Must be flexible, reliable and dependable. Must have the ability to plan and prioritize meeting deadlines.

Must be able to manage and embrace change, look for ways to improve own performance and accept feedback.

Must be willing to accept the challenges of a 24-hour support system and respond to crises within 1 hour of notification.

The ability to effectively and efficiently use computers or mobile devices to input, access, modify, or output information. This includes the ability to quickly access, store and retrieve data.

Must be willing to perform duties that are assigned outside of this job description.

Physical Expectations :

This position requires extended periods of walking and standing with some periods of sitting depending on the needs and activities of the individuals supported. It may require light to heavy lifting and occasional stooping, kneeling, bending, and / or climbing stairs again depending on the needs of the individual supported. The position will require occasional physical intervention if confronted by a person displaying combative or potentially dangerous behavior.

Working Conditions :

Office / home environment with noises from appliances, office equipment, and facility / maintenance team. May be exposed to blood borne pathogens and / or infectious diseases.

May be expected to work 5 days