Flex-Site Program Manager

Summary

The Program Manager is responsible for the direct oversight of the residential program to which he/she has been assigned as their primary work site, and any residential program which requires additional leadership support for any unspecified period of time. Program oversight responsibilities include but are not limited to maintaining a full program census, delivering restorative services according to resident service plans, maintaining acceptable health and safety standards for office and program spaces (including bedrooms and apartments), supervising staff performance and facilitating program improvement.

The Program Manager also supervises program activities such as skills groups for clients, recreation and socialization events, and all other programmatic interventions. All responsibilities noted below are applicable to the Program Manager’s primary work site as well as any additional programs the individual is assigned for coverage.

• Oversees all program operations. Remains available to the program 24 hours-per-day.
• Responsible for hiring all program staff. Directly supervises all program staff. Conducts individual supervision meetings with staff and facilitates staff meetings. Conducts in-service training on a regular basis and ensures all staff are properly trained.
• Monitors compliance with all applicable safety and health code requirements, and takes appropriate and immediate action to address high risk situations.
• Conducts intakes to identify potential residents, maintains a waiting list, and communicates regularly with referral sources. Maintains census as required by regulatory requirements and internal objectives.
• Works with residents to help them follow psychiatric and medical plans, and approves individual service plans for each resident. Integrates multidisciplinary services with on-site care. Facilitates and/or participates in case conferences.
• Maintains case records in accordance with regulatory requirements; reviews individual case records and signs off on documentation as indicated. Ensures all paperwork and documentation is completed in a timely and thorough manner.
• Monitors submission of progress notes on a daily basis, reviews quality of documentation, and ensures such meets all regulatory standards (and where applicable, billing requirements). Submits all internal reports regarding progress notes and (where applicable, billing), as required.
• Conducts internal audits of clinical case records, financial records, and all other program documentation to ensure compliance with city, state, and federal regulations. Responsible for maintaining all program licenses, accreditation and certifications.
• Designs and implements a quality assurance and utilization review plan for the program; monitors compliance and reports regularly to Administration on the status of compliance efforts.
• Investigates and addresses resident complaints and grievances.
• Reviews all untoward incidents reports and directs follow-up of incidents.
• Writes staff MEMOS and Disciplinary Action to promote culture of accountability.
• Prepares written correspondence and notifications on resident related issues.
• Keep Administrators and Managers aware of significant events and issues within the program.
• Maintains productive working relationships with provider groups and referral sources.
• Serves as the Petty Cash Custodian, managing all related activities as required.
• Collects, prepares, checks, and submits all payroll materials within designated time frames.
• Adheres to, and facilitates adherence of all staff, to all CCCS and Department policies and procedures.
• Collects program fees and/or rent, maintains required documentation for such, tracks arrears and credits, submits all relevant materials and reports as required. Makes eviction recommendations and assists with eviction prevention process.
• Enforces terms and conditions outlined in client agreements, and where applicable - Leases and Lease Riders.
• Facilitates replenishment of program supplies and maintains inventory for such.
• Assists with maintenance related issues, including repairs, preventative maintenance, and work by outside vendors in the program office and where applicable - apartments
• Where applicable, searches for new apartments for leasing and works with the landlord and Beacon’s administrative staff to secure the lease.
• Where applicable, helps to ensure compliance with LIHTC regulatory requirements, including working with residents to obtain required…