HCS Senior Supervisor

Job Description

Job Description

Position Summary:

Under the guidance of the Senior Services Manager, this position provides direct supervision, training and consultation to a team of four to five (4-5) Supervisors. Provides direct and indirect supervision to Home Care Aides when needed.

The Senior Supervisor ensures that services provided are in accordance with best practice standards and the Illinois Department on Aging (IDOA), Community Care Program, In-Home Services policies and procedures. The Senior Supervisor also assists in directing, monitoring and evaluating day-to-day operations.

Essential Duties and Responsibilities  

Include the following, other duties as assigned:

Program Operations 

Works in collaboration with supervisors to obtain and review all required monthly program information (participant, service and staff related) according to deadlines. Reviews and collates reports, while confirming accuracy and comprehensiveness of the information. Based on monthly reports, provides recommendations or improvements to the Director.

Effectively utilizes the program’s time & labor software, including the Medsys EVV, Telephony and Ultipro systems and other systems used for program operations.

Ensures that all HCA personnel and participant files are well organized, accurate and up-to-date to reflect all activities, according to IDOA requirements. Ensures that private pay participant files are also well organized, accurate and updated to reflect all service provision and other activities, according to IDPH requirements.

Assists in developing and maintaining efficient program management systems/processes such as: participant and service delivery data, record keeping/ file maintenance and HCA workforce management systems, to ensure quality services, as well as efficiency.

Maintains and utilizes an effective tracking system to continuously monitor supervisory and direct service staff assignments, service delivery and participant information (e.g. authorized service units and high risk participants) and personnel-related processes (e.g. quarterly home visitation, supervision, performance evaluation schedules).

Ensures that Supervisors submit and/or obtain all required Case Action Notices (CAN) in a timely manner, and that participant status’ are entered into the participant information database (e.g. Medsys) accordingly. Participates in ongoing program planning; provides recommendations to the Director for improvements and in identifying gaps or needs in service delivery. Works collaboratively with the billing team to provide monthly participant information as needed (e.g. participant case closing list).

Performs other duties as assigned to support program operations.

Participant Service Delivery 

Ensures that in-home services provided by staff are in accordance with best practice standards, agency expectations, and IDOA requirements. Manages new participant referrals and coordinates the assignment of supervisors/ and home care aides in order to initiate services in a timely manner. Routinely coordinates and monitors the service schedules and assignments of Home Care Aides. Closely monitors and ensures that assigned Supervisors are conducting monthly phone calls to participants and conducting quarterly home visitations.

Conducts home visits when needed, on behalf of their assigned Supervisors. Ensures that documentation is completed regarding all supervisory contacts (e.g. when conducting introductory or quarterly home visits on behalf of their assigned staff). Conducts additional home visitation when staff identify concerns about the safety or wellbeing of participants, during supervisory or worker reassignments, or when participants request a Senior Supervisor meeting.

In collaboration with assigned Supervisors, monitors established plans of care and appropriate provision of services, as well as staff performance. Provides participants with additional information and referral/linkage to other community services, when needed. May also assist participants in coordinating their annual redetermination-of-need assessments, via the IDOA/CCU or MCO care coordination units.

Personnel Management, Supervision, & Team Leadership

Provides supervision, training and consultation to a team of four to five (4-5) Supervisors. Provides direct and indirect supervision to Home Care Aides when needed. Provides orientation and program-related training to newly hired staff, under their supervision. Monitors and provides direction and consultation regarding participant needs and ongoing service planning and provision, as well as regarding difficult or complex participant or personnel issues. Provides quarterly supervision to assigned staff and maintains comprehensive supervisory notes for all supervisory sessions.

Ensures that all required probationary and annual performance evaluations are completed and updated for assigned staff. Ensures that Supervisors complete probationary and annual performance evaluations for their assigned staff, according to established timelines.

Attends all staff meetings, relevant in-services and ongoing training, as needed, to enhance professional knowledge and skills. Participates in staff hiring interviews and provides input to the Director. Participates in regular supervision with the Senior Services Manager to discuss service delivery and/or personnel and other issues. Uses supervisory process to discuss any issues or situations, which warrant supervisory attention. Provides direction in the coordination of Supervisor/ HCA meetings, including recommendations and review of meeting agendas and scheduled topics.

Nurtures positive and collaborative working relationships with other agency staff and cultivates a professional and respectful work environment, modeling resolution strategies, when needed.

Performance & Quality Management 

Maintains and demonstrates thorough knowledge of the Illinois Department on Aging (IDOA), Community Care Program, In-Home Services policies and procedures to ensure the program is in full compliance with requirements. Understands and follows Casa Central’s personnel and agency policies and is able to interpret them to Supervisors and other program staff. 

Incorporates the agency mission, philosophy, and core values into direct daily work and decision-making. Is actively involved and knowledgeable of the agency’s Performance and Quality Improvement process and supports all PQI activities. Provides assistance in the distribution and collection of participant satisfaction and outcome surveys.

Promptly reports situations that pose a threat to staff, participants or agency, according to the Agency’s Incident and Accident Reporting procedures and IDOA Critical Event Reporting procedures. Adheres to the agency’s Mandated Reporting policy and reports any concerns regarding older adult abuse or neglect.

Participates in ongoing professional development and continuing education, as well as any/all required funder-related in-services and trainings. Approves time sheets and ensures compliance with agency and funder guidelines. Accountable for daily activities within the allowable activities approved by the agency.

Stakeholder Relationships & Partnerships

Maintains good working relationships and timely communication with IDOA/CCP Care Coordination units and Managed Care Organization (MCO) units to address ongoing participant-related issues.

Provides input and updates to Care Coordinators regarding current or additional services needed for participants and/or to inform them of any participant-related issues or concerns.

Community Outreach

Engages in community outreach and promotion of the agency and/or the Home Care Services program, when needed.

General Requirements:  

Sensitivity to cultural diversity is required. Will be subject to drug and alcohol screening, as well as aptitude and skills’ testing. To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to perform the essential functions. Position will be subject to fingerprinting background check.