Job Summary
The Community-Based Services Manager (“CBSM”) provides case management, monitoring, and supervision of Direct Support Professionals (“DSPs”) and Sponsored Residential Providers (“Providers”) in the Community Engagement/Community Coaching (“CE/CC”) and Sponsored Residential Services (“SRS”) programs. The CBSM advocates to ensure quality services and supports for the health, safety, social and emotional interests of individuals receiving CE/CC and SRS services. This includes participating in annual planning meetings; completing or approving quarterly reviews; providing regular assessment of support needs for safety, risk prevention, health, and community integration; regular home and site visits; coordination of team meetings and training; monitoring of the home and cite environments to ensure compliance with regulations, policies, and procedures; and maintaining a safe and inclusive environment, providing opportunities for individuals to maximize physical, emotional, social, intellectual, and spiritual growth. The CBSM models a person-centered philosophy, strengths-based approach, celebration of abilities, and provides coaching, teaching, and mentoring to DSPs. The CBSM is responsible for coordinating day-to-day operations of the programs including overall supervision, scheduling, and training of DSPs and Providers.
Position Responsibilities & Work Schedule
This position is based within a HopeTree program setting (community- or office-based). This role is one of presence, requiring the Manager to be on-site and engaged in day-to-day operations. Travel is required for monitoring, training, regularly-scheduled team meetings, and community events to promote marketing efforts. The typical work schedule is Monday – Friday 8:30a – 5:00p and includes 24-hour on-call responsibilities. There will be occasions when the Manager is required to provide coverage or support with an emergency situation during evening, overnight, weekend, or holiday hours. Flexibility is granted to the regular schedule when communicated in advance with the Associate Director that adjustment is needed based on such situations, provided there is adequate coverage of the program.
Duties of the role will include, but are not limited to:
1. Maintain a caseload of no more than ten (10) homes and not more than ten (10) individuals receiving SRS. Oversees CE/CC in no more than two regions. Provides 24-hour ava to Providers. Ensures each Provider maintains at least one back-up staff trained in accordance with regulations and DDM policies who can provide coverage in the event of an emergency.
2. Provides day-to-day organization and implementation of activities that promote an organized and positive environment for individuals served. Carries out duties in methods that are person-centered, organized, non-reactive, and promotes independence. Models and coordinates least restrictive supports that promote inclusion and community integrated philosophies, including 1:1 work with individuals as needed.
3. In partnership with supervisor, has working knowledge of 12VAC35-105; 12VAC35-115; and 12VAC35-122. This includes promoting rights, reporting serious incidents in a timely manner and compliance with all regulations, DDM Policies/Procedures, and HTFS Employee Handbook. Complies with the DDM Code of Ethics.
4. Conducts site visits to each licensed location at least monthly to ensure the needs of the individuals are being met, assess safety and risk, and monitor compliance with regulations, policies and procedures. At least one visit to each site per quarter will be unannounced.
5. Collaborates with Associate Director and Billing and Enrollment Specialist to complete admissions. This includes ensuring that all admission documentation is completed, creating and submitting the ISP, and monitoring approval of services by the payor.
6. Monitor, complete, and approve billing documentation monthly. Complete any reports required for external entities, including but not limited to, accurate support service records, verification of placement disruption, representative payee and disability reports, and Medicaid renewals.
7. Creates, maintains, monitors, and approves accurate, timely, and up-to-date documentation for all individuals receiving services. This includes updating and renewal of the ISP, quarterly reviews, required daily/weekly/monthly progress notes, routine assessments of risk and capacity, and services needed or desired.
8. Reviews and responds to any serious incident reports in a timely manner. Provides follow-up training as deemed necessary.
9. Ensures medications are stored and administered according to regulatory requirements. Reinforcing skills learned by Providers and DSPs during medication administration training. This includes but is not limited to checking in medications, privacy during medication administration, a process free of medication errors, and completion and auditing of related documentation. Providing training identified necessary to ensure medication administration is completed adequately.
10. Ensures an environment that promotes health and safety through scheduling all identified needed medical appointments, lab work, and well visits; assisting with, attending or arranging for medical supports; documentation of changes in medical condition and needed supports; and communication to families, staff and supervisors regarding any medical needs or services rendered. *Coordination and attendance at medical appointments is not required for CE/CC services.
11. Ensures timely communication of any information regarding directives, policy or regulatory updates, or other pertinent information to Providers and DSPs.
12. Regularly reviews and participates in analysis of QA and risk data to support DDM leadership in making decisions in regard to best practices.
13. Is able to model and coordinate person-centered, least restrictive, and community-integrated philosophies and supports.
14. Organizes and ensures timely assessment in all aspects of individual services. This includes coordination with CSBs and other providers to assess risks, abilities, SIS, medical needs, and identification of generic as well as HTFS supports. Involvement in an active circle of support, including the individual, AR, family members, and staff to collaborate and advocate to develop independence and services in the least restrictive environment. Promotes open communication with the circle of support.
15. Coordinates with supervisor to hire DSPs and approve Providers who will work best in the environment and will best meet individuals’ needs. Ensures timely submission to all parties as required by regulation and HTFS policy.
16. Demonstrates the ability to coach, teach and mentor DSPs in all aspects of program management as outlined in this job description and the job description of the DSP, including documented bi-weekly supervision (121) with all DSPs. Completes timely and accurate evaluations of Providers and DSPs. Provides immediate remedication and training as identified necessary.
17. Perform other duties as assigned.
Job Requirements
Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. Ability to effectively present information and respond to questions from groups of managers, clients, employees, and the general public. Ability to read, write, and communicate orally in English.
Mathematical Skills: Ability to calculate figures and amounts, including monetary values.
Reasoning Ability: Ability to solve practical problems and deal with a variety of variables in situations where limited standards may exist. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills: Adequate knowledge of Windows processing systems and software (Microsoft Word, Excel, PowerPoint, Teams, and Outlook), electronic/online health records, and online learning platforms. Previous experience with THIS and/or timekeeping software. Strong data entry ability.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The job may require lifting up to 50 pounds, pushing, pulling, and assisting individuals transfer from wheelchairs, beds, chairs, and/or the bath or shower. This job may also require use of physical escorts or restraints infrequently.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties require working in office environments with moderate noise level, including computers, printers, ringing phones, copy equipment. Must have the ability to work with ethnically, linguistically, culturally, and economically diverse populations.
Additional Requirements:
- Bachelor’s Degree in a Human Services or related field is preferred. Experience working with individuals with IDD may be substituted for education.
- At least one (1) year of supervisory experience in a Human Services or related field.
- Ability to demonstrate emotional maturity and patience necessary to understand and support the social, psychological, behavioral, and emotional needs of individuals with IDD.
- Ability to nurture self-sufficiency and quality of life of individuals served.
- Ability to travel frequently, including some overnight travel.
- Ability to provide timely response to on-call responsibilities.
- 18 years of age or older.
- Acceptable driving record and valid driver’s license.
- Ability to represent the agency in the community in a positive manner.
Job Type: Full-time
Pay: From $45,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- 403(b)
- 403(b) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
- On call
Education:
Experience:
- Intellectual and Developmental Disabilities: 1 year (Preferred)
- Supervisory in Human Services or related field: 1 year (Required)
Ability to Commute:
Ability to Relocate:
- Abingdon, VA: Relocate before starting work (Required)
Work Location: In person