Program Supervisor-B4530101

JOB SUMMARY:

Under the general supervision of the Program Director or designee and the guidelines provided by ICL and the NYS OMH for the Mental Health  provides program and administrative oversight for the treatment activities of the Program.  The Supervisor is responsible for assigning, monitoring and controlling personnel and fiscal resources to accomplish team, agency and program goals and for evaluating team programs.     Establishes and maintains systems to ensure that program operations meet or exceed agency and regulatory guidelines and that documentation and billing conform to all applicable targets, rules and regulations.  Oversees the provision of crisis intervention services to participants 24 hours a day, seven days a week. 

ESSENTIAL JOB FUNCTIONS:

Provides Clinical Oversight to Case Management Staff:

1. Oversee intake and screening activities of case managers to ensure that service recipients are appropriate for enrollment in the program and that potential payers for services are identified.
2. Supervises the assessment and reassessment activities of staff; ensuring that appropriate determinations and medical evaluations are made, that eligibility determinations, identification of gaps in service and assessment of service needs and strengths are performed with due consideration of the client’s social, ethnic, cultural, educational and spiritual strengths and needs.
3. Supervises the development and implementation of comprehensive written case management and service coordination plans and ensures that they are maintained in a timely, accurate and complete manner and that they include consideration of the client’s cultural and ethnic background, customs, needs, beliefs, and primary language
4. Supervises case management staff in the provision of crisis intervention services; reviews crisis management plan and revisions of case management plan as appropriate.
5. Assures that quality services, identified in the case management plan are delivered in a cost-conscious manner, and that the client is satisfied with the services provided.
6. Supervises the counseling and exit planning provided by case managers and ensures that appropriate discharge planning is provided.
7. Supervises the development of data, records and/or reports as requested and required by agency and/or regulatory policies.
8. Immediately reports serious incidents, allegations of abuse, (including the reporting of child abuse or neglect), or sensitive situations and completes incident reports in accordance with applicable agency and regulatory policies.
9. Regularly provides individual and group supervision, treatment team meetings, case conferences, in-service training and other staff development activities.

Direct and Supervise Personnel:

1. Ensures that all positions are filled as expeditiously as possible. Participates in the recruitment, selection, orientation and on-going training of staff. 
2. Establishes and maintains work schedules in accordance with agency policy. Responsible for managing the completion of time clock edits and related time and attendance reporting of staff within the guidelines and deadlines established by the Human Resources Department.
3. Responsible for performance management of staff: provides regular feedback to supervisees, both orally and in writing, invoking the disciplinary process as needed.
4. Holds periodic staff meetings and conferences to discuss treatment programs, policies, and procedures, to obtain input from team members to the goal-setting process and to periodically evaluate goal accomplishment.
5. Ensures on-going safety training of employees, manages employee accident reporting and initial submission of workers' compensation claims.
6. Monitors employee morale and the climate of the work environment to stop or eliminate sexual harassment or any form of employee harassment or employee discrimination. Responsible for taking complaints of sexual harassment, informing the Human Resources Department of the complaint, and investigating the complaint (as directed).
7. Monitors employee accrual totals, approves or recommends approval of employee requests for time off, and notifies the Department of Human Resources when an employee should be placed on or taken off Family and Medical Leave (FMLA). Maintains contact with staff while out on FMLA.
8. Provides oversight in the area of administrative record keeping, billing, and maintenance of office equipment, reception of visitors, phone reception, and stocking office supplies.

Maintains Property Accountability:

1. Maintains accountability and serviceability of all ICL property assigned to the program to include vehicles. Reports lost stolen, missing, or damaged property in accordance with ICL policy.  Conducts initial investigations of property that is lost, stolen, missing, or damaged.
2. Authorizes the purchase of supplies and equipment; properly secures all property and equipment. Conducts regular inspections of vehicles and property to ensure cleanliness, accountability, and serviceability.

Provides Quality Assurance Oversight:

1. Ensures internal program compliance with federal, state, city, and agency regulatory requirements. Monitors the quality of the services provided to clients.
2. Responsible for the development of a program mission statement and program goals that support the division and agency mission statements and goals.
3. Coordinates with the Quality Assurance/Corporate Compliance Department and the appropriate corporate administrative departments in preparations for audits.
4. Develops as requested, initial plans of corrective action, incident reports, and program evaluation reports and addresses areas that need improvement.
5. Provides oversight in submission of timely, accurate and complete statistical data.

Assures Fiscal Control and Accountability:

1. Exercises control over budgets through planning, prioritizing of spending, and monitoring of spending patterns.
2. Approves/disapproves all purchase orders and financial requests from staff and submits approved purchase orders and financial requests to supervisor for approval.
3. Ensures adherence by staff to all internal and external funds management (wrap-around funds, Metro Card) procedures and accountability measures.
4. Monitors enrollment, entitlements, and collections to maximize revenue. Maintains enrollment at expected levels.

Fosters Community Relations:

1. Promotes Mental Health educational activities in local communities; maintains liaison between local elected officials and community boards, educates citizens in the community on mental illness.
2. Educates staff and residents/consumers on the importance of a constructive relationship with local elected officials, community boards, and community citizens.
3. Cooperates with other organizations in development of understanding and interest participating in long range planning for mental health program development.

ADDITIONAL TASKS:

1. May be involved in hosting visitors from community, regulatory offices, and/or other agencies.
2. May be chairperson or member of an agency or division committee(s).
3. Performs other job-related duties as assigned.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

• Committed to the active promotion of ICL values and goals.
• Ability to become proficient with EHR software.
• Knowledge of Medicare, Medicaid and Managed Care guidelines.
• Ability to establish effective working relationships with a variety of people at all levels of the organization.
• Knowledge of office and secretarial practices and procedures.
• Knowledge of proper grammatical usage, punctuation and spelling.
• Knowledge of agency policies and program policies, procedures and functions.
• Ability to use office equipment (e.g. computer, fax, copy machine, scanner, etc.).
• Ability to organize office operations.
• Ability to produce letters, tables, documents, etc., using an alphanumeric keyboard.
• Ability to design and maintain filing systems.
• Ability to resign forms for the collection of information.
• Ability to determine priorities.
• Ability to maintain program accounts.
• Ability to interact with consumers in a respectful and professional manner.
• Knowledge of agency procedures, formats and guidelines for the receipt, processing and distribution of correspondence, forms, memoranda, documents and other material.
• Ability to use and maintain office equipment and systems.
• Ability to manipulate an alphanumeric keyboard (computer and typewriter) to produce documents, such as letters, memos, reports, charts and forms, with a high degree of accuracy and within required time frames.
• Ability to format, use and prepare forms, charts, tabular listings and other documents.
• Ability to organize materials to establish and maintain electronic and hard-copy files.
• Ability to understand and use basic office reference material, such as equipment manuals, procedure manuals and dictionaries.
• Ability to proofread and correct errors.
• Ability to communicate basic information clearly and politely by telephone or in person.
• Ability to report for work as scheduled on a consistent basis.
• Ability to understand and adhere to internal and external laws, rules and policies.
• Ability to relate to all levels of staff in the organization and to consumers in a respectful, businesslike manner.

QUALIFICATIONS AND EXPERIENCE:

Bachelor’s degree in a human services field, plus a minimum of three years’ year experience in providing case management services to individuals with mental illness.  Supervisory or managerial experience for a mental health program desirable.