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JOB DESCRIPTION
Administrator in Training (AIT)
Department: Administration
FLSA Classification: Exempt
Reports to: Administrator/ Regional Director
Overview of the position:
The Administrator-in-Training role assists the Administrator in the day-to-day functions of the facility in accordance with current federal, state, and local standards, guidelines, and regulations that govern long-term care facilities and in accordance with the policies and procedures specified for the operation of the facility to assure that the highest degree of quality care can be provided to all patients/residents at all times.
Duties and Responsibilities
Administrative Functions:
Plan, develop, organize, implement, evaluate, and direct the facility's nursing programs and activities in accordance with guidelines issued by the governing board.
Develop and maintain written policies and procedures and professional standards of practice that govern the operation of the facility.
Assist the HR Director and department directors in developing written job descriptions for each staff position.
Assist the HR Director and department directors in development of performance –based job evaluations.
Assist department directors in the development and use, and implementation of department policies and procedures and professional standards of practices.
Review the facility's policies and procedures at least annually or as necessary, and draft changes to assure continued compliance.
Interpret the facility's policies and procedures to employees, residents, family members, visitors, government agencies, etc., as necessary.
Work with facility legal counsel to ensure that public information (policy manuals. Brochures, website date etc.) describing the services provided by the facility’s established policies and procedures.
Represent the facility at and participate in top-level meetings.
Represent the facility in dealing with outside agencies, including government agencies and third-party payers, or provide an authored representative of the facility when unable to attend such meetings.
Make written and oral reports/recommendations to the governing board concerning the operation of the facility.
Assist the Infection Control Coordinator, and/or Committee, in identifying, evaluating, and classifying routine and job-related functions to ensure that tasks involving potential exposure to blood/body fluids are properly identified and recorded.
Make routine inspections of the facility to assure that established policies and procedures are being implemented and flowing.
Participate in state/federal surveys of the facility.
Assist appropriate facility personnel to accompany survey agency personnel during inspections of the facility.
Assist in providing survey team members with additional information during the survey that may aid in preventing deficiency citations.
Conduct daily meetings with appropriate staff during facility inspections to discuss survey findings and formulation of plans of action/corrections.
Review deficiencies noted during the exit conference. Provide additional information that may aid in the deficiencies or lower the scope and severity level of a cited deifies.
Assist in developing plans of contention for cited deficiencies. Ensure such plans incorporate timetables and methods of monitoring to ensure that such deficiencies do not recur.
Provide governing board with information related to survey findings, plans of correction, monitoring guidelines, and follow-up survey results.
Maintain an adequate liaison with families and residents.
Maintain a good public relations program that serves the best interest of the facility and community alike.
Conduct community awareness programs as necessary to keep the community informed of the facility’s programs, services, activities, etc.
Delegate a responsible staff member to act on your behalf when you are absent from the facility.
Ensure that appropriate facility policies and procedures are followed when conducting background checks and when providing information to the Nurse Aide Registry.
Assist in the development and implementation of policies and procedures governing the management and control of protected health information (e.g. assignment/use of passwords, unauthorized use/release of protected health information, etc.)
Ensure that all personnel who have access to protected health information receive appropriate and timely training of the facility’s policies and procedures governing the management and control of such information.
Ensure that all suspected or known incidents of authorized use or releases of protected health information are thoroughly investigated and reported to appropriate personnel/agencies as outlined in the facility’s established policies.
Monitor computer workstations to ensure those left unattended are properly logged off or the password protected automatic screen-saver activated within established facility policy guidelines.
Periodically, review the facility’s OSCAR and Quality Measures date posted on the nursing home compare website to determine the accuracy of such public information. Report discrepancies to appropriate state agencies. Monitor to ensure such discrepancies.
Work with the facility’s insurance carrier, legal counsel, and the other designated personnel in developing and implementing a risk management program.
Assure the administration authority, responsibility and accountability of directing the activities and programs of the facility.
Committee Functions:
Serve on various committees of the facility (i.e. Infection Control Quality Assurance & Assessment, etc.) and provide written/oral reports of such committed meetings to the governing board as directed or as may become necessary.
Assist the Quality Assurance and Assessment Committee in developing and implementing appropriate plans of action to correct identified nursing quality deficiencies.
Evaluate and implement recommendations from the facility's nursing committees as necessary.
Personnel Functions:
Assist in the recruitment and selection of competent department directors, supervisors, facility non-licensed staff, consultants, etc.
Ensure that appropriate employment, identification and work documents are presented prior to the employment of personnel and that appropriate documentation is filed in the employee's personnel record in accordance with current regulations mandating such documentation.
Delegate administrative authority, responsibility, and accountability to other staff personnel as deemed necessary to perform their assigned duties.
Consult with department directors concerning the operation of their departments to assist in eliminating/correcting problem areas, and/or improvement of services.
Ensure that an adequate number of appropriately trained professional and non-licensed personnel are on duty at all times to meet the needs of the residents.
Ensure that appropriate staffing level information is posted on a daily basis.
Review and check competence of the workforce and make necessary adjustments/corrections as required or that may become necessary.
Counsel/discipline personnel as requested or as may become necessary.
Ensure that disciplinary action is administered fairly and without regard to race, color, national origin, age, sex, religion, handicap, marital status, pregnancy, gender identity or veteran status.
Terminate employment of personnel when necessary, documenting and coordinating such actions with the HR Director.
Schedule and participate in departmental meetings to ensure that appropriate information sharing is provided on a continuous basis.
Serve as liaison to the governing board, medical staff, and the other professional and supervisory staff.
Maintain an excellent working relationship with the medical profession and other health related facilities and organizations through formal working and transfer agreement.
Assist the Medical Director in the development and complementation of medical and nursing services and procedures and professional standards of practice.
Ensure that physicians are in compliance with facility policies governing the admission, medical treatment, visit requirements, plan of care, orders, etc. Report problems areas to the Medical Director.
Staff Development:
Assist department directors in the top selection, planning, conducting, and scheduling of in-service training classes, on-the-job training and orientation programs to assure that current material and programs are continuously provided.
Meet with department directors on a regularly scheduled basis, and conduct/participate in in-service classes and supervisory level training programs.
Attend and participate in workshops, seminars, etc., to keep abreast of current data changes affecting nursing facilities, as well as to maintain a professional status.
Assist the Director of Nursing Services in developing and revising the Nurses’ Aide Training Program and curriculum used by the facility. Submit to the appropriate state agency for approval.
Assist in establishing a clinical practice program for Nurses’ Aides in training.
Ensure that all personnel attend and participate in annual in-service training relative to hazard communication, TB management, and bloodborne pathogens infection control, fire safety and disaster preparedness, etc.
Encourage and support teamwork.
Safety and Sanitation:
Ensure that all facility personnel, residents, visitors, etc. follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc.
Ensure that the building and ground are maintained in good repair.
Review accident/incident reports (e.g. falls, injuries of an unknown source, abuse, etc.). Monitor/determines the effectiveness of the facility’s risk management program.
Ensure facility personnel follow established regulations governing the use of labels and MDSs for hazardous chemicals.
Ensure that facility procedure manuals identify safety precautions and equipment to use when performing tasks that could cause bodily injury or exposure to a hazardous chemical or infectious waste.
Ensure that facility personnel follow established ergonomics policies and procedures to prevent self-injury.
Ensure that facility personnel performing tasks that involve potential exposure to blood, body fluids, or hazardous chemicals participate are appropriately trained prior to performing such tasks.
Assist the Maintenance Director in developing and implementing waste disposal policies and procedures.
Other(s) that may become necessary/appropriate to assure that the facility is maintained in a clean, safe and sanitary manner.
Equipment and Supply Functions:
Authorized the purchase of major equipment/supplies in accordance with established purchasing policies and procedures.
Ensure that the facility is maintained in a clean and safe manner for resident’s comfort and convenience by assuring that necessary equipment and supplies are maintained to perform such duties/services.
Ensure that adequate supplies and equipment are on hand to meet the day-to-day operational needs of the facility and residents.
Budget and Planning Functions:
Prepare an annual operating budget for approval by the governing board and allocate the resources to carry out programs and activities of the facility.
Assist in the establishment and maintenance of an adequate accounting system that reflects the operating cost of the facility.
Review and interpret monthly financial statements and provide such information to the governing board.
Ensure that adequate financial records and cost reports are submitted to authorize government agencies as required by current regulations.
Keep abreast of the economic conditions/situation and make adjustments as necessary to assure the continued ability to provide quality care.
Report suspected or known incidents of fraud relative to false billing, filing of false cost reports, receipt/payment of kickbacks, etc. to appropriate agencies.
Resident Rights:
Maintain confidentiality of all resident care information including protected health information. Report known or suspected incidents or unauthorized disclosure of such information.
Ensure that the resident's rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are maintained at all times.
Review resident complaints and grievances and make written reports of action taken. Discuss such actions with residents and family as appropriate.
Assist in establishing and implementing a Residents/Group Council.
Ensure that policies governing the timely notice for resident discharges and/or room or roommate changes are strictly followed by all personnel.
Ensure that residents funds maintained by the facility are managed in accounting records.
Working Conditions:
Works in office areas as well as throughout the facility and its premises.
Moves intermittently during working hours.
Is subject to frequent interruptions.
Is involved with residents, family members, personnel, visitors, government agencies/personnel, etc. under all conditions/circumstances.
Is subject to hostile and emotionally upset residents, family members, personnel, and visitors.
Works beyond normal working hours and on weekends and holidays when necessary.
Is subject to call-back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.)
May be involved in community/civic health matters/projects.
Attends and participates in continuing educational programs.
Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants
Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses.
May be subject to the handling of and exposure to hazardous chemicals.
Communicates with the medical staff, nursing personnel, and other department personnel.
Maintains a liaison with the residents, their families, support personnel, etc. to assure that the residents’ needs are continually met.
Qualifications/Requirements:
Education:
A Bachelor’s Degree is required.
A degree in Public Health Administration or Business Administration, or a health-related degree is preferred but not required.
Experience:
Must have, as minimum, two years leadership experience
Specific Requirements:
Must demonstrate the knowledge and skill necessary to provide care appropriate to the age-related of the residents served.
Must be able to read, write, speak, and understand the English language.
Must possess the ability to make independent decisions when circumstances warrant such action.
Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
Must possess the ability to work harmoniously with and supervise other personnel.
Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures, etc., that are necessary for providing quality care and maintaining a sound operation.
Must have patience, tact, cheerful disposition and enthusiasm, as well as must be willing to handle residents, staff, and visitors, based on whatever maturity level at which they are currently functioning.
Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
Must be able to maintain good personnel relations and employee morale.
Must be able to read and interpret financial records, reports, etc.
Must be knowledgeable of computer systems, system applications, and other office equipment.
Must be able to communicate policies, procedures, regulations, reports, etc., to personnel, residents, family members, visitors, and government agencies/personnel.
Must not pose a direct threat to the health or safety of other individuals in the workplace.
Physical and Sensory Requirements (With or Without Restrictions):
Must be able to move intermittently throughout the workday.
Must be able to cope with the mental and emotional stress of the position.
Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of the position can be fully met.
Must function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
Must meet the general health requirements set forth by the policies of this facility, which include a medical and physical examination.
Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility.
May be necessary to assist in the evacuation of residents during emergency situations.
Work Environment:
Environmental Conditions:
This position is primarily performed indoors in a healthcare setting with normal temperature ranges, moderate noise levels, and occasional exposure to fumes, odors, chemicals, and bloodborne pathogens.
This role operates within a 24-hour skilled nursing environment and involves exposure to the demands associated with providing care and services to residents, including older adults and individuals with disabilities or cognitive impairments. Responsibilities may include responding to emergencies, providing weekend or holiday support, addressing challenging resident or family situations, participating in regulatory surveys, and coordinating with consultants, attorneys, and medical staff.
HIPAA Compliance: This position is expected to maintain strict compliance with HIPAA and all applicable privacy and confidentiality requirements. The role is also designated as a mandated reporter with respect to suspected elder abuse and may involve access to Protected Health Information (PHI).
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