Care Team Manager

Care Team Manager

Licensed/Unlicensed Home(s)

Position Description

Department : Operations

Location : Various Locations

Reports t o : Program Director

FLSA Status : Exempt

Company Summary:

Beacon is a successful and national behavioral health company providing residential-based services and supports to children and adults with Complex Behavioral Health conditions, Severe Mental Illness, Autism, and other compounding medical conditions. All activities related to this position must be delivered in compliance with the company’s policies and procedures, accreditation standards, state and federal licensing requirements, HCBS guidelines, and the contractual requirements of Community Mental Health Agencies and other regulatory bodies. You are expected to be aligned with the goals and mission of the organization, and to perform in accordance with our “I CARE” core values of the organization – Integrity, Compassion, Advocacy, Respect and Excellence.

Responsibilities/Essential Functions (Daily , Weekly, Monthly, Quarterly, Annually, or as needed)

• Always be compliant with all company and regulatory policies and procedures.
• Operate assigned home(s) in a manner that will ensure company goals including meeting or exceeding our home budgets and clinical effectiveness set by the company and/or our customers.
• Supports and supervises assigned Direct Support Professionals (DSPs), ensuring each has the training and skills to successfully provide high-quality care.
• Maintains assigned home(s) and ensures good working order of all related systems, facilities, and furnishings.
• Assign repairs and maintenance duties to staff when possible. Contact the Beacon maintenance department or direct supervisor to address facility maintenance issues.
• Assists direct supervisor with contracting for approved services, and direct and evaluate the performance of contractors providing needed services.
• Responsible for maintaining cleanliness of assigned home(s) and vehicle(s) by developing daily duties and responsibilities for all employees for each shift.
• Communicate daily with direct supervisor.
• Manage the on-call responsibilities. Reports on- call hours to direct supervisor as needed.
• Responsible for reviewing or sending direct supervisor important topics for monthly home meetings.
• Responsible for preparing the meeting room and scheduling staff for meetings.
• Build positive relationships with referral sources, government and licensing agencies, and assist in coordinating admissions for individuals served, as needed.
• Collaborate with Beacon leadership and various functional areas to improve the quality of operations, compliance, residential care, and employee performance.
• Always maintain professional conduct and ensure the same from the home staff when on duty.
• Perform other duties that may be assigned or established by the company.

Regulatory, Contractual, and Accreditation Compliance Responsibilities:

• Responsible for contacting direct supervisor if someone from a regulatory agency, adult protective services, an investigating body, or police arrives at the home. Cooperates with investigation as directed or required (As events occur). New Jersey employees must cooperate with Department of Human Services (DHS) Staff during an inspection or investigation.
• Complete incident reports in the company electronic system timely and send a copy to direct supervisor for approval. Once approved, the home manager is responsible for filing the report in the incident report (IR) in designated area.
• Ensure that all incident report actions, and corrective action plans (CAP) and/or plans of correction (POC) are implemented accurately and timely.
• Assists direct supervisor with annual documentation updates for individuals served. Responsible for informing direct supervisor of Individuals status changes that required updates to protocols or documentation.
• Ensures compliance with employee training and certifications to meet licensing standards, recipient rights, and accrediting bodies.
• Communicate with state and local regulators openly and as a respected and reliable partner.

Census and Budget Responsibilities:

• Works collaboratively with direct supervisor, referrals, and regional team to effectively manage census, including Leaves of Absence (LOAs) for assigned homes to ensure budgeted revenue targets are successfully met or exceeded.
• Responsible for getting the direct supervisor all logs and documentation that support the care provided and other documentation as needed.
• Manages assigned home(s) payroll costs: 1) through effective recruitment/hiring and staff retention; 2) by working with direct supervisor to analyze and maintain good staff scheduling practices; and by 3) monitoring and correcting trends that impact costs such as “no shows,” terminations, and overtime.

Manage the home budget, petty cash fund and individual funds in accordance with company policies. Assures all financial reporting (payroll, petty cash, individual funds, billing, etc.) is timely and accurate.Ensures that time-and-attendance and payroll reporting is accurate.

Staffing and Human Resources Responsibilities:

• Responsible for keeping direct supervisor informed of current and future staffing changes or shortages.
• Monitors and maintains employee scheduling and time worked to annual budget.
• Responsible for ensuring open shifts are staffed and finding replacement staff as required.
• Oversee all residential care related functions at assigned house or program. Works collaboratively with direct supervisor, HR, Training and Recruiting to complete candidate interviews, staff evaluations, separations, and training of new employees.
• Responsible for informing direct supervisor of personnel issues requiring monitoring, counseling, or feedback. Responsible for completing COS once disciplinary action is determined by direct supervisor.
• Conducts on-site training for direct support professionals and develops teams that support each other to perform the daily responsibilities of home(s).
• Responsible for notifying employees that they are scheduled for a class, and the date, time, and location of class (Direct supervisor will schedule, monitor and track).
• Establishes goals and provides feedback to direct support professionals (DSPs) on annual performance reviews.
• Ensures all new employees are welcomed, receive orientation, and are integrated into the team.
• Provides check-in discussions with direct reports on a monthly basis.

Clinical and Individuals Served Care Responsibilities:

• Collaborate with direct supervisor and clinical team to ensure proper clinical actions are taken to maintain or improve Individuals' health, safety, and stability.
• Collaborates with direct supervisor and clinical team in overseeing the Individuals activities and programs and identifies ways to improve how these programs can enrich the Individuals social, emotional, mental, and physical needs as well as increase their home involvement and independent living skills.
• Communicates regularly with all internal and external clinical, medical, and regulatory agencies as required
• Attend and ensure DSPs attend Individuals functions as scheduled and maintain regular Individual interaction in accordance with their person-centered plans.
• Ensure DSPs regularly assist Individuals in skill building and community activities.
• Works with direct supervisor in the review of each Individuals status and ability to perform under the terms and conditions of our respective contracts.
• Apply trauma informed care: recognizing the presence of trauma symptoms and acknowledging the role trauma may play in an individual's life including service staff.
• Promote trauma informed care at all levels of the organization and help create a culture that is sensitive and responsive to the feelings of our individuals to help our staff overcome and avoid responding negatively to stigmas they will never truly understand.

Quality Assurance, Monitoring and Reporting Responsibilities:

• Oversee all administrative, clerical record-keeping, clinical record-keeping, medication administration, transportation, and coordination of care duties at assigned home site(s) (Daily).
• Completes/conducts Fire and Emergency drills as required.
• Submits accurate daily entries in the electronic health records (EHR).
• Routinely monitor physician-directed meal plans, kitchen sanitation, meal quality, the quality and appearance of service and staff, cleanliness of space, and Individual satisfaction.
• Responsible for ensuring tasks on the daily reminder list are completed timely and informs direct supervisor of any deficiencies.
• Responsible for keeping direct supervisor and HR informed timely of work injuries within 24 hours.
• Conduct random home and vehicle inspections and correct any violations of company policy as soon as possible.
• Conduct random Individual(s) audit reviews and communicate findings to your direct supervisor, and clinical and operations’ leadership.
• Maintain confidential (HIPAA (Health Insurance Portability & Accountability Act) compliant), accurate, and appropriate records for each Individual Served, prospective Individual, and employee of Beacon.
• Monitor and ensure positive individual, family, community and regulatory agencies and employee relations by responding promptly and appropriately to their needs, requests, concerns, and suggestions (Daily).
• Preserve and protect the privacy, confidentiality and security of all medical records, proprietary and other confidential information relating to Beacon Specialized Living Services, Inc., its individuals served, Team Members, activities, and affiliates, in accordance with all applicable laws (especially HIPAA (Health Insurance Portability & Accountability Act)) and contract terms.
• Promote Beacon positively and model our core values in everyday behavior.
• Understand how to approach and communicate with all Individuals including those who are cognitively impaired.
• Treat Individuals, family members and other team members with dignity and respect while responding to their needs.
• Maintain and sustain a safe community environment and workplace.
• Cooperates with Beacon Specialized Living, the Department of Human Services (DHS) staff or any other regulatory body during any inspection, investigation or inquiry.
• Follow Beacon’s policies, procedures, and manuals.

Professional Conduct and Management Effectiveness:

In addition to evaluating your work performance you will be evaluated for the following work behaviors:

• Job Knowledge: Depth and breadth of knowledge supporting our organization goals.
• Quality of Work: Freedom from errors and mistakes, timeliness. Accuracy, quality of work in general.
• Quantity of Work: Work output of the employee.
• Reliability: The extent to which the employee can be dependent upon to be available for work, do it properly, and complete it on time. The degree to which the employee is reliable, trustworthy, and persistent.
• Initiative and Creativity: The ability to plan work and to go ahead with a task without being told every detail and the ability to make constructive suggestions.
• Judgment: The extent to which the employee makes decisions which are sound. Ability to base decisions on fact rather than emotion.
• Cooperation: Willingness to work harmoniously with others in getting a job done. Readiness to respond positively to instructions and procedures.
• Attendance: Faithfulness in coming to work daily and conforming to scheduled work hours.
• Planning and Organizing: The ability to analyze work, set goals, develop plans of action, utilize time, and delegate work as appropriate. Consider the amount of supervision required and the extent to which you can trust employees to carry out assignments conscientiously.
• Directing and Controlling: The ability to create a motivating climate, achieve teamwork, train, and develop, measure work in progress, and take corrective action.
• Decision Making: The ability to make decisions and the quality and timeliness of those decisions.
• Problem Solving: The ability to assess a problem, identify options or solutions, formulate a plan, execute the plan, and achieve and sustain positive outcomes.
• Embrace, support, and manage the business in accordance with Beacon’s Mission and Core Values.

Education & Qualifications:

• A minimum of 2 years of college coursework in business, social science, or a related human service discipline strongly preferred. High school diploma or GED required.
• 2-3 years’ previous leadership experience working in a healthcare or behavioral healthcare related field preferred.
• 1-2 years’ previous management or supervisory experience preferred.
• Must pass criminal background checks, central registry check (in applicable states) and child abuse registry (in applicable states).
• Must complete and pass a TB and/or drug test, in applicable states.
• Must possess a valid Driver’s License and have reliable transportation.
• Proficient in speaking, reading and writing the English language.
• Approved by state, federal and government entities to work within BSLS programs.
• Ability to use office equipment, including BSLS information technology systems.
• Excellent communication skills, both verbally and in writing.
• Demonstrate the ability to identify and assess problems, develop solutions, and problem-solve successfully.
• Demonstrates all core competencies related IDD services and individuals with mental health concerns.
• Attention to detail and ability to multitask.
• Ability to complete required training in connection with accrediting agencies, state and local regulatory agencies, and other government bodies.
• Ability to physically and emotionally work with individuals who possess mental illness and co- occurring disorders.
• Ability to work in an environment with the potential for exposure to physical aggression from individuals served.
• Ability to work in an environment with the potential exposure to infectious disease.

Required Information Technology (IT) Systems Skills and Proficiency:

Beacon Specialized Living Services (BSLS) uses a variety of information technology information systems including Microsoft Office 365 including Word, Excel, Power Point, Outlook, Teams, and OneDrive; HRIS systems, Attendance and Time Clock systems, Electronic Health Record and Electronic Medication Administration Record keeping systems, Clarity, and others. CTM will be responsible for learning and becoming proficient with these IT systems and others that BSLS may deploy or change in the future.

Physical demands:

• While performing the duties of the job the employee must be able to move about the home or community 50% of the time and can bend, squat, stand, kneel, push, pull, walk, and reach above shoulder. Employees must be able to remain in a stationary position 50% of the time.
• Ability to lift and carry objects up to 50 pounds for short distances (5-10 feet) daily.
• The employee will climb (8-12) stairs 8-10 times per day.
• The employees will operate a computer and other office productivity machinery, such as a copy machine and computer printer. Ability to access, input, and retrieve information from the computer and use information technology systems as noted above.
• The employee must be able to prepare meals which require the use of an oven, stove or microwave that may require overhead reaching.
• Complete laundry services that include sorting, washing/drying, and folding. May be required to carry loads of laundry up and down (8-12) stairs.
• Grocery shopping that includes driving to the grocery store daily to grocery shop, carrying full grocery bags of groceries up and down stairs (8-12), and reaching and stooping to put away groceries.
• The employee will perform cleaning activities, which include mopping, sweeping, and vacuuming that require regular lifting, turning, bending, and reaching.
• Provision of personal care to Individuals Served, transferring of individuals: from bed to chair, chair to standing, sit to standing that requires the strength to assist lifting to a 200-pound Individual.
• Constantly communicate and exchange information with team members.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus to compare and distinguish administrative data and figures. Ability to make general visual observations of facilities or structures, for safety inspections and hazard identification.
• Hearing ability to perceive the nature of sounds at normal speaking level with or without correction. Ability to receive detailed information through oral communication, and to make discriminations in sound.
• Dexterity of hands and fine finger movements for medication distribution, manual dexterity to handle objects.
• Read/comprehend, write, communicate orally, reasoning, and analytical abilities, and mental flexibility. Proficient in speaking, reading, and writing the English language required.
• Ability to effectively perform verbal and physical interventions recommended by the CPI System training.
• Duties performed routinely require exposure to blood, bodily fluid, and tissue.

Work Environment:

• While performing the duties of this job, the employee continually works in a typical home setting or in the community at various stores, restaurants, entertainment venues, etc. Work may involve the treatment of non-cooperative individuals served with psychosocial problems and needs, or chronic and acute health problems.
• The work environment presents situations that cause stress and anxiety due to an individual’s behavior.
• The noise level in the work environment is usually moderate.
• The employee may be exposed to cold, heat, dust, or smoke.

AAP/EEO Statement:

It is the policy of Beacon to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Beacon will provide reasonable accommodation for qualified individuals with disabilities.

As an employee of Beacon Specialized Living Services (BSLS) you understand and acknowledge that BSLS provides care for individuals which operate 24 hours 7 days a week at multiple home locations, and that you may be scheduled to work any time or day of the week, including holidays, and that you may be assigned to work at different homes as needed. You understand and acknowledge that BSLS reserves the right to reassign you to work at any of its home locations if necessary.

This job description is intended to describe the nature and level of work required by the person assigned this classification. It is not an exhaustive list of all duties and responsibilities. Other job duties and responsibilities may be assigned by the employer at the employer’s sole discretion. This job description may be amended at any time by the employer.

The employee signature below constitutes the employee’s understanding of the position’s requirements, responsibilities, and duties.