Director of Supports – Residential

QUALIFICATIONS:

• · Bachelor’s Degree with 4 years of experience in intellectual & developmental disabilities and at least two years supervisory experience – preferred.
• · OR, High school diploma/GED with at least 8 years of experience including at least two years of supervisory experience.
• · Experience managing multiple homes.
• · Good communication and supervisory skills.
• · Excellent organizational, time management and people skills.
• · Ability to work in a fast-paced environment with ability to set priorities.
• · Experience in required Area of Specialty (i.e. Deaf Supports, Behavioral Supports, Acquired Brain Injury, etc.).
• · Excellent writing skills.
• · Computer literate and demonstrated competency in Microsoft 365 applications (Outlook, Calendar, Word, Excel) and electronic records systems (ERS).
• · Ability to manage multiple systems, including Confidential, Medical, and ISP Records, Health Care and Financial Reporting Systems.
• · MAP certified or certified within six months of hire date.

ROLE DESCRIPTION:

Support the Division Head in overseeing and managing the day-to-day operations for assigned locations. Oversee the day-to-day management of homes through direct supervision of Support Coordinators. Responsible for staff development through hiring, training and annual evaluation of staff. Maintain sufficient contact with residential staff to provide/ensure adequate and informed supervision. Attends Staff Meetings at each home on a regular basis. Advocates WCI mission and philosophy through coordination and monitoring of ISP development and implementation; training staff in Service Principles of Personal Well Being, Respect and Dignity, Personal Growth, Individual Control and Community Membership and Relationships; and clinical aspects of Individual Teaching and Behavior Plans.

Represents and promotes the interests of WCI and those receiving its services through establishing open lines of communication and positive working relationships with staff, providers, families/guardians, other day/employment and residential providers, DDS, MRC, MCB and other funding sources, landlords, community members, the Human Rights and Peer Review Committees and other internal related and external parties. Monitors Record and Reporting systems to meet DDS and MRC Regulations through regular supervision with review and written feedback.

SPAN OF CONTROL:

RESOURCES:

• · Make recommendations (e.g., staffing, training, household, vans) to Division Heads to reallocate funds within one’s own cluster.
• · Direct oversight of stipend accounts, ensures homes/work sites remain within amount budgeted.
• · Implement systems to assure conformance with WCI policies and procedures and DDS State Regulations.
• · Act on behalf of Division Head in his/her absence on a rotating basis, when applicable.

RESIDENTIAL:

• · Authorize emergency additional staffing to be in place for up to 24 hours as an AOD.
• · Direct oversight of Individual Management of funds, payment of Service Fees, Individual bank accounts and FTRs.
• · Direct oversight of Individual SSI reporting and filing within required timelines.

PERSONNEL: (Hiring, Supervision, Orientation and Training Evaluation, Disciplinary actions and recommend Termination):

• · Mentor Support Coordinators
• · Support Coordinators
• · Assistant Coordinators
• · Support Specialists
• · Relief Staff
• · Team Leaders

SPAN OF RELATIONS – Develop and maintain positive working relations in order to create results:

• · Management Team members
• · Coordinators and their Teams, if applicable
• · Clinical Director & Team
• · Nursing Director & Team
• · Human Resources staff
• · Business Office staff
• · Administrative staff
• · DDS/Service Coordinators (e.g. MCB, MRC)
• · Guardians and Family members
• · Residential Directors
• · Employment/Day Supports Directors
• · Consultants (i.e. Medical professionals, Therapists, OTs, PTs, Speech Pathologists, Pharmacists)
• · Involved Community members and community resources (e.g., neighbors, State Representatives and Senators, YMCA, local vendors, Deaf Community Network, Deaf, Inc., MCAD).
• · DDS On-Call Area Director
• · Outside Day Service Providers and Employers

KEY EXPECTATIONS (Accountability):

• · Responsible for overseeing day to day operations of homes/Employment/Day Sites.
• · Ensure compliance with State and Federal Regulations and WCI Policies and Procedures.
• · Supervise Coordinators to ensure that payroll and stipend remain within budget.
• · Ensure that current approved Staff Schedule is followed and recommend the changes to Staff Schedules (specifically the adding or deleting of hours) to the Division Head.
• · Ensure all Staff Schedules are filled properly to cover day to day operations.
• · Hire qualified Staff and Relief Staff and promote their development, training and retention.
• · Supervise and coach Coordinators to ensure staff and relief are trained in all duties through direct hands-on review, demonstration and feedback.
• · Ensure the Health and Safety of Individuals. (Personal Well-Being)
• · Ensure implementation of ISP Process for each Individual.
• · Ensure implementation of Human Rights.
• · Ensure implementation of requirements of Survey and Certification process.
• · Develop a relationship and ensure positive communications with DDS, Guardians, family members and outside parties.
• · Supervise, Manage and Ensure maintenance, cleanliness and stylish décor of homes/sites.
• · Responsible for investigations as assigned regarding Incidents reported within Cluster.
• · Participate in Referral process, provide input on placement and coordinate with the Division Head the transition and initial setup of supports for Referrals to Division.
• · Participate in Action Teams
• · Provide on-call support to homes after hours, Monday 9am – Friday 5pm.
• · Prepare and participate in Pre-ISP, Team Case Conferences and Risk Management Meetings.
• · Ensure the training, scheduling, and coordination of PCAs or other support staff according to Regulations and may act as surrogate.
• · Ensure completion of and provide solutions for identified issues from Semi-Annual Satisfaction Surveys.
• · Implement, collect and report data on Performance Based Contracting Objectives.
• · Act as Residential Administrator on Duty (AOD) on a rotating basis.

DUTIES AND RESPONSIBILITIES

• · Responsible for overseeing day-to-day operations of homes to ensure the implementation of the Agency/DDS/MRC/Mission.
  • o Be on site at each home at least one day per week or work site.
  • o Manage daily operations while ensuring Individual ISP objectives are met.
  • o Recognize and advocate for Ancillary services (e.g., clinical, medical, physical therapy, nursing, etc. necessary for Individuals.
  • o Effectively manage crisis situations involving Individuals, staff and the home/work site.
  • o Promote professional atmosphere and healthy work environment maintaining positive relationships with all parties involved with Individual.
  • o Review Daily Logs, Staff Communication Log, Audit Medical Record Books to ensure Medication Administration is accurate and Medical Appointments and follow up action is up to date in conjunction with Nursing.
  • o Review ISP Documentation for data collection and Progress Notes on DDS ISPs and WCI ISP Objectives on a monthly basis, to review all records on a quarterly basis.
• · Compliance with State and Federal Regulations and WCI policies and procedures.
  • o Supervise and implement WCI policies, procedures and systems that ensure WCI’s compliance with state and federal laws and DDS Certification Regulations.
  • o Supervise Coordinators in order to ensure that WCI policies and procedures for payroll and stipends, FTRs, Service Fees, Individual vacations and Social Security are followed and report any obstacles to Division Head.
  • o Supervise and ensure second monthly balance check occurs on FTRs and Bank Balances.
  • o Supervise compliance with Confidential Book, Medical Book and ISP Record System in HCSIS and Therap.
  • o Supervise and ensure that all procedures and associated deadlines are followed by the Coordinators.
  • o Collect and submit data for Performance Based Contract Objectives.
  • o Supervise and ensure compliance with Human Rights Regulations, including Behavior Modifying Regulations.
  • o Supervise and ensure compliance with HIPAA, Confidentiality and Privacy Regulations.
  • o Responsible for overseeing day to day operations of homes/Employment/Day Sites.
  • o Be on site at each home at least one day per week.
  • o Review Daily T Logs and Staff Communication Logs, Audit Medical Record Books to ensure Medication Administration is accurate and Medical Appointments and follow up action is up to date.
  • o Review ISPs in Therap for data collection and Progress Notes on DDS ISP and WCI ISP Objectives.
• · Supervise Coordinators to ensure that payroll and stipend remain within budget.
  • o Review, analyze and supervise Coordinator to manage payroll within budget and submit analyzed payroll reports.
  • o Ensure feedback regarding excessive use of Added Hours and Overtime on the part of the supervisor and employees.
  • o Review individual employee timecards in ADP to ensure accuracy on a random basis due to excessive use of overtime.
  • o Ensure stipend remains within budget and follows WCI Policy and Procedures.
• · Ensure that current approved Staff Schedule is followed and recommend the changes to Staff Schedules (specifically the adding or deleting of hours) to the Division Head.
  • o Ensure that the current Staff Schedule is implemented and followed.
  • o Review ongoing status of staffing to ensure the health and safety needs of Individuals are met.
  • o Ensure any added hours are approved by the appropriate parties.
• · Hire qualified Staff and Relief Staff and promote their development, training and retention.
  • o Formally interviewed applicants with predetermined questions, including Individuals inputs in the process.
  • o Ensure hire packet has the necessary documentation.
  • o Ensure staff CORE Agency required trainings and certifications are completed prior to working date and are maintained within appropriate timelines.
  • o Supervise Team that site specific trainings are completed and specialized Certifications (Safety Care, ASL) are renewed on time.
  • o Identify/recommend training and further education for staff including ESOL, College Education.
  • o Identify other training need areas to Division Head.
  • o Identify candidates for promotion and/or increased responsibilities and identify their professional staff training need areas.
  • o Promote retention through commendations and award nominations.
  • o Provide training to staff on WCI policies, procedures, protocols and systems.
  • o Ensure that staff receive HOTSS/DOTSS Orientation Training and Checklists are submitted to Human Resources.
  • o Supervise Coordinators to receive thorough supervisory training including DDS/MRC Regulations, Survey and Certification/Health and Safety, Human Rights, Stipends, FTRs, SSI, Confidential Record System, Staff Evaluations, and other topics.
• · Provide Staff Supervision, Coaching and Evaluation through 1:1 Supervision Meetings
  • o Coach and train Coordinators in related job duties and responsibilities.
  • o Develop Agenda for Supervision meetings held at least bi-weekly.
  • o Complete evaluations 6 months and annually thereafter ensuring Individual input. Set and monitor goals.
  • o Conduct interview with Individuals and Staff for input into Staff Hiring and Staff Evaluations.
• · Ensure monthly Staff Meeting is held by the Coordinators including Assistants and Direct Support Specialists.
  • o Ensure that there is a well-rounded agenda.
  • o Conduct trainings during meetings including HOTSS/DOTSS/Quest Preparation/Human Rights Topics.
  • o Solicit feedback from Coordinators and staff.
  • o Ensure minutes are taken and disseminated including staff in attendance.
  • o Attend meetings to provide feedback to Coordinators to manage an effective and efficient meeting.
• · Ensure the Health and Safety of Individuals (Personal Well-Being).
  • o Supervise the Director/Coordinator to manage the Health and Safety of Individuals, maintain MAP Regulations and ensure training of their staff.
  • o Ensure that all Individuals in need of a Health Plan have one and that it is identified in the ISP.
  • o Coordinate with WCI Nurse the Plan and/or Written Protocol for Individuals with serious health needs.
  • o Identify to Vice President of Operations or CEO the major health conditions of Individuals, especially those at risk. Ensure they are documented in the PBOs.
  • o Oversee that all staff can identify the signs and symptoms which put Individuals at risk and are trained to follow Emergency Medical Procedures and retrained annually.
  • o Oversee that all staff have the required Health Training related to Individuals’ Medical Needs and required documentation.
  • o Oversee that Individuals in need have an Assessment regarding Behavior Modifying Medication through the Clinical Department and/or a Behavior Assessment and Plan.
  • o Oversee that all sites follow MAP Regulations for storage and documentation of medication.
  • o Ensure that all MAP staff and relief are oriented and trained in site specific Medications, their side effects and the training is documented by the Supervisor on the MAP Orientation and Training and Checklist filed with Human Resources.
  • o Ensure all Individuals have Annual Physical, Dental, Psychiatric (if applicable) Exams with required documentation and specialty exams and follow up, according to DDS guidelines.
  • o Oversee that all necessary documentation is disseminated to the appropriate parties (e.g., Main Office, Employment, Family, DDS).
  • o Oversee the development and ongoing update of Medical Histories including specific significant conditions and operations.
• · Ensure implementation of ISP Process for each Individual.
  • o Assure that the Individual is actively involved in all aspects of the ISP process (including goals, assessments, strategies, and participations in actual ISP meeting).
  • o Help facilitate a team approach to the ISP process (employer, family, DDS, Employment Providers and other interested parties).
  • o Ensure that all documents (e.g., ISD, ISP, Safety Assessment, Satisfaction Surveys) are completed and submitted to DDS/MRC and MCB within required timeframe (deadlines are met).
  • o Review and approve sampling of ISDs, proposed goals and related Assessments. Provide training and feedback to Coordinators.
  • o Review and approve all Objectives and Support Strategies to ensure a well-balanced set of DDS and WCI objectives. Ensure there is a process for Individuals and staff to understand the implementation of objectives and strategies, through training supervision and observation.
  • o Follow up and ensure that ISP meetings occur on time, attend when appropriate and ISP documentation is received from all funding sources in a timely manner.
• · Ensure implementation of Human Rights.
  • o Educates, ensures and oversees all aspects of Human Rights (education and protection of Human Rights).
  • o Ensure that Human Rights are supported in all daily interactions (e.g., staff, Individuals, community members, employees).
  • o Ensure monthly Human Rights trainings occur for Individuals and Staff (at Staff and Advocacy Meetings).
• · Ensure implementation of requirements of Survey and Certification process, “QUEST”.
  • o Prepare on an ongoing basis for Survey and Certification. Ensure that Directors and Coordinators follow the “HOTSS Packets” that are provided monthly. Review and provide feedback to supervisors.
  • o Train supervisors in documentation and implementation to achieve ISP outcomes by providing continuous feedback and supervision.
  • o Receive and file using a system for all submitted documentation.
  • o Participate with other Management Team Members in random internal
  • audits.
  • o Supervise and follow up on any deficiencies identified and submit to supervisor.
  • o Ensure Confidential, Medical Books and ISP Record in Therap are up to date by auditing them on a monthly basis so that they are audited at least quarterly.
• · Develop a relationship and ensure positive communications with DDS/MRC, Guardians, family members and inside and outside parties.
  • o Develop relationships with Community members (e.g., business community, volunteer agencies, neighbors, police and city officials)
  • o Maximize community resources available to the Individuals (e.g., Interns, OT, PT, local businesses)
  • o Promote/develop relationships with all parties (e.g., family, DMR, Residential, Community)
  • o Maintain regular and consistent contact (e.g., family progress notes, satisfaction surveys, residential contacts, DMR contacts)
  • o Maintain working relationship with the WCI Clinical Team, outside Crisis Team and Hospital Staff.
• · Supervise and ensure that the status of maintenance and repairs is reported as needed to the Maintenance Department, reviewed upon completion for thoroughness and reported back to the Maintenance Department and Division Head if not complete.
  • o Supervise and ensure homes are clean, stylish and meet health and safety standards.
  • o Prioritize and ensure Health and Safety Standards are reported and addressed through the Chain of Command and documented to the Maintenance Department and Division Head until completed.
• · Responsible for Investigations as assigned regarding Incidents reported within the Cluster. Supervise Cluster in identifying, writing, reporting, and disseminating Incident Reports within required timelines.
  • o Act as Investigator as assigned.
  • o Request Interpreters as needed (Deaf Supports).
  • o Document Interviews when assigned.
  • o Write and present Interviews, as assigned to CEO, VP of Operations (or designee).
  • o Implement any corrective Action Plans needed.
  • o Review all Incident, Behavioral Incident Reports and Medication Occurrences for accuracy and submit to Division Head within 2 days for Incident Reports and within 24 hours if medical intervention is necessary. Follow up on any action necessary.
• · Participate in Referral process, provide input on placement and coordinate with the Division Head the transition and initial setup of supports for Referrals to Division.
  • o Review Intake Packet to assess needs for support and appropriateness, if placement occurs.
  • o Assess the Individual in an Intake meeting with the Individual and other appropriate parties and document results in WCI Referral Packet.
  • o Ensure Placement Meetings occur to train staff and follow up on any Items for moves prior to placement.
  • o Ensure all documentation is complete.
  • o Ensure a smooth, safe and satisfied transition using the WCI Move In Checklist.
• · Participate in Action Teams.
  • o Be an active participant and ensure completion of assigned task in a timely manner.
• · Provide on-call support to homes after hours, as needed, Monday 9am-Friday 5pm.
  • o Ensure AOD has appropriate information about the Individuals, home and staff and information is current and accurate in AOD Book/Computer.
  • o Ensure follow-up on all issues identified after hours by AOD and Clinical On-Call Administrator.
  • o Provide AOD with Holiday Plans five (5) business days in advance.
  • o Prepare and participate in Pre-ISP, Team Case Management and Risk Management Meetings.
  • o Prepare data and items for Pre ISP, Team Case Conferences and Risk Management Meetings.
  • o Ensure and supervise follow up on identified plan from meetings.
• · Ensure the training, scheduling and coordinating of PCAs according to Regulations and act as surrogate.
  • o Act as surrogate for Individuals, as needed.
  • o Supervise/hire and schedule PCAs.
  • o Supervise/submit timesheets of PCAs.
  • o Supervise/ensure training of PCAs.
• · Ensure completion of and provide solutions for identified issues from Semi-Annual Satisfaction Surveys.
  • o Ensure Coordinator (or designee) completes Individual Satisfaction Surveys.
  • o Provide written report of each person’s status and identify potential changes in living/work arrangements.
• · Implement, Collect and Report Data on Performance Based Objectives.
  • o Collect data and submit to Division Head semiannually.
• · Attend and participate in at least one WCI Fundraising event.
• · Any other duty assigned by your supervisor.