Operations Manager - Media, PA

POSITION SUMMARY: In conjunction with the Director of Operations and the Program Supervisor, the Operations Manager Proxy ensures that the duties of the Operations Manager are fulfilled as needed in the absence of the Operations Manager. The normal responsibilities of the Operations Manager include implementing, overseeing and ensuring that the services provided in the CRS program adhere to applicable regulations and that the services which are provided meet the needs of the individuals, according to the Individual Support Plan and are of high quality. The Operations Manager develops, completes, and/or oversees the completion of required program documentation, assesses individual needs, coordinates and secures services, trains and supervises staff, attends and leads meetings, communicates effectively with all team members, including family members, and ensures the continuous development and monitoring of programming and services to people for whom they are responsible.

DUTIES AND RESPONSIBILITIES:

Cover any of the following as needed and or assigned:

• Provide timely feedback on employees' job performance, including providing input to Director of Operations for counseling and disciplinary actions up to and including termination as appropriate
• In conjunction with the Program Supervisor, oversee the management of the program staffing schedules to ensure consistent staffing
• Ensure that the Program Supervisor and staff comply with implementing and/or overseeing the following, including but not limited to a system of safe practice; fire preparedness; inspection readiness at all times; vehicle maintenance; HIPAA compliance; adherence to individual finance policies and protocols; operational processes including use of petty cash and other policies, procedures and protocols established for the program by a continuous review of program operations, daily guidance, and work with the team for the benefit of individuals supported
• Ensure sites operate in accordance with the organization's quality standards for safety, cleanliness and comfort, and state licensing and accreditation standards by, including but not limited to, reviewing and auditing daily practices, physical site audits, vehicle audits, medication audits, Licensing and Inspection Instrument (LII), and along with the Program Supervisor and Program Specialist, leading staff meetings to train staff
• Complete required trainings to become certified as a medication practicum observer and maintain certification
• Assist the Program Supervisor to complete MAR reviews in accordance with established Medication Administration regulations
• Provide back-up for and review of the Program Specialist for the following duties as outlined in program regulations:
  
  
  
  • Coordinating and completing a full assessment sixty (60) days after admission to the residence and annually thereafter
  • Updating the assessment with any and all changes for the individual and information of same submitted to the Supports Coordinator, if any, as well as other team members
  • Providing the assessment with a cover letter as required to the Supports Coordinator (SC) and plan team members at least 30 calendar days prior to an ISP meeting for the development, annual update and revision of the ISP; keeping copy in the record for verification
  • Participating in the development of the ISP, ISP annual update and ISP revision
  • Attending the ISP meetings. Ensuring the ISP Signature Page is secured at each ISP meeting and a copy secured in the individual's chart
  • Fulfilling the role of plan lead when an individual is not receiving services through a service coordination organization (SCO), including developing and implementing the ISP, including annual updates and revisions, sending the ISP invitation letter to all team members 30 days prior to the meeting; writing the ISP on the proper ISP format within 90 days of new admission; and submitting the ISP with a cover letter to all team members within 30 days after the ISP meeting was held
  • Reviewing the ISP, annual updates and revisions under for content accuracy, ensuring it reflects the services and supports provided
  • Reporting ISP content discrepancy to the SC, as applicable, and plan team members; keeping documentation of all communication with the SC of changes that must be made to the ISP, including changes to outcomes based on a need or revision to the assessment
  • Implementing the ISP as written. Developing Outcomes for individuals based on appropriate assessments and training all staff in the implementation of Outcomes
  • Supervising, monitoring and evaluating services provided to the individual
  • Reporting a change related to the individual's needs to the SC, as applicable, and plan team members
  • Reviewing the ISP with the individual as required
  • Ensuring that all services/supports provided relative to ISP outcomes are reviewed at least every 3 months with the individual, that the ISP includes community involvement with peers without disabilities, that, if the individual stays home during the day, there is documentation the individual's physician has documented medical necessity for the individual to stay home during the day OR the team has determined it is to the best interest of the individual to stay home and for the agency to provide day programming at the home.
  • Completing a monthly review, a quarterly review, and any necessary updates to the Plan and/or requesting a reassessment of need by external assessors, based on, and reflecting, change of need an individual may have and ensuring that the meet is being met by the team
  • Documenting the review of the ISP as required reviewing, signing and dating the collected monthly documentation of an individual's participation and progress toward outcomes
  • Providing the documentation of the ISP review to the SC, as applicable, and plan team members as required
  • Informing plan team members of the option to decline the ISP review documentation as required Recommending a revision to a service or outcome in the ISP via the team process, when deemed necessary
  • Coordinating the services provided to an individual
  • Coordinating and completing the training of direct service workers in the content of health and safety needs relevant to each individual
  • Developing and implementing provider services as required, including assistance, training and support for the acquisition, maintenance or improvement of functional skills, personal needs, communication and personal adjustment, providing opportunities and support to the individual for participation in community life, including volunteer or civic-minded opportunities and membership in National or local organizations, providing services to the individual as specified in the individual's ISP, and providing services that are age and functionally appropriate to the individual
  
  
  
  
• Completing an accurate Social Emotional Environmental Needs Plan (SEEP) for each individual who receives psychotropic medications, who has a diagnosis of mental health disorder, or who otherwise is in need of a plan of support. The SEEP must include a written protocol to address the needs of an individual with a diagnosed psychiatric illness
• Collaborate with all team members, including but not limited to individual's family, Supports Coordination agency personnel, medical personnel, day program personnel, Program Specialist, to the benefit of the individuals supported
• In collaboration with the Program Specialist ensure the completion of the orientation of an individual at the time of admission including but not limited to ensure fire safety training is in compliance for the individual; ensure the oversight for medical appointments being scheduled and completed timely, attended, and documented appropriately; ensure medical and healthcare is provided to individuals according to individuals' needs
• Aid in the resolution of problematic situations (i.e. communication difficulties, times of distress or agitation) that may occur for individuals supported
• Complete assigned timekeeping activities and approve/reconcile the Program Supervisors assigned timekeeping activities for all assigned staff in accordance with established program protocols
• Promptly report any infractions or failure to follow established Elwyn policies and procedures, with Department of Human Services (DHS) regulations, Health Insurance Portability & Accountability Act (HIPAA) regulations, and applicable state/local/federal regulations at all times
• Perform CPR, Medication Administration and crisis intervention techniques in accordance with agency trained protocols
• Perform other duties as assigned

EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS:

• One of the following combinations of education and experience:
  
  
  
  • Associate's Degree from an accredited college or university or 60 credit hours AND 4 years of experience working directly with persons with intellectual disabilities
  
  
  
  
  • Bachelor's degree from an accredited college or university AND 2 years of experience working directly with individuals with intellectual disabilities - preferred
  
  
  
  
  • Master's Degree from an accredited college or university AND 1 year experience working with individuals with intellectual disabilities
  
  
  
  
• One (1) year of supervisory experience
• Program Specialist experience preferred
• Demonstrated ability to lead, supervise and provide direction to teams and individual staff
• Demonstrated ability to work effectively as part of a team
• Knowledge of applicable regulations including but not limited to chapter 6100 PA state code and Home and Community Based Services Waiver Regulations
• Knowledge of health insurances, Medical Assistance, Social Security Administration rules a plus
• Demonstrated ability to work independently
• Demonstrated strong organizational, time management and prioritization skills
• Demonstrated ability to multi-task
• Must possess strong customer interaction and written and verbal communication skills
• Ability to perform CPR, Medication Administration, and crisis intervention techniques in accordance with agency trained protocols
• Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
• Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
• Demonstrated strong attention to detail
• Demonstrated excellent judgment with the ability to independently solve problems and make decisions with little or no need for direct supervision
• Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions
• Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills
• Knowledge of and/or experience using an electronic client record preferred
• Must have current, valid driver's license in state of residence, 3 years driving experience in the United States, and acceptable driving record