ADMINISTRATOR
WOODWORTH ENTERPRISES, INC.
POSITION:
ADMINISTRATOR
GENERAL INFORMATION:
The Administrator is expected to be very visible in the facility and maintain an open door policy for residents, families and visitors alike. As always, first impressions are lasting impressions. Keep the office clean and organized. Be courteous, friendly and accommodating to visitors and residents. They are our first priority. Respect the job and feelings of the staff, treating each employee professionally and equally. Your behavior and attitude is extremely important because your employees tend to react in the same manner they see displayed by you. Be in the facility to handle problems with staff, families or residents as they arise. The Administrator should be available seven (7) days a week or assign someone to take call. It is a good idea to stop into the facility occasionally at unexpected times.
DUTIES TO BE DONE ON A DAILY BASIS:
Update census. See that beds are filled. Although the social department is instrumental in this, it is ultimately your responsibility to fill the beds. So keep current on what you have available.
Complete and give resident forms to the accounting department.
See that DCF resident forms are completed and sent in as needed.
Update patient liability changes to accounting, update patient notice of action book and update patient ledger.
Complete or update employee notices to payroll department.
Make bank deposits. Complete and send cash detail sheets with check copies to the home office.
Check each invoice received, code for accounting, record and file. Turn into home office for payment.
Watch expenses closely. Review budgets regularly.
Check maintenance needs in the facility on a daily basis. The Administrator is responsible to fix or get fixed minor repairs. Visit with someone in the home office before scheduling any major repairs.
Know and follow HIPAA Privacy and Security Policies.
Responsible to know and follow all policies given at orientation.
DUTIES TO BE DONE ON WEEKLY/SEMI-MONTHLY/MONTHLY BASIS:
Payroll. Payroll periods will be from Sunday to Saturday for two (2) weeks and paid the following Friday after 8:00 a.m. You will figure payroll on the Monday following the Saturday cut-off and send to the payroll department. Overtime is figured on a 40 hr week and paid at the rate of time and a half. You need to keep a list and put on payroll specific reasons for any overtime. Holidays are time and a half. Check each payroll to see that hourly and salaried employees have worked their hours agreed upon. When each payroll is finished calculate the hours worked per day in each department and turn into the home office.
Keep track of information used in billing and provide to the billing department for Medicare, co-insurance and other areas to be billed.
Resident statements are received the last week of each month for the upcoming month. Determine who should be mailed statements and do so.
Complete new census sheets and total past months census first of each month.
Always make copies of completed census and remittance advices, along with copies of detailed deposit slips and checks. Send with patient ledger when requested.
Keep employee information current on the computer and update monthly. This will be helpful to keep track of vacations due, TB testing and raises. Keep informed of what insurance policies the employee has and what is being deducted from the payroll. The front of the employee file folder should have all-important information pertaining to the employee. Make sure all new employees read and understand their employee handbook.
See that department heads do evaluations of employees at least annually and give raises as needed. Send the evaluations to the home office.
Develop and review fire drill and alarm test schedules.
Conduct monthly safety meeting and document minutes to be given to the home office.
Do monthly quality assurance evaluations.
Do quarterly building survey for repair and safety needs.
Do weekly department head meeting to discuss problems and needs of the facility, staff, resident and families. Do weekly reviews of residents having care plans that week. Check their room and talk with them about their needs.
Check resident funds account monthly after social service personnel has.
As needed complete the petty cash voucher and send to home office for reimbursement.
OTHER DUTIES:
Keep a list of facility needs and estimates of cost. Have these needs prioritized to present to the home office.
Hire and supervise department heads. Although you may delegate tasks, you must be ultimately responsible to know what your department heads are doing.
Teach and assist supervisors with hiring, scheduling and budgeting.
See that mandated and appropriate inservices are provided to employees.
Complete all state reports as soon as possible and return on a timely basis. Send a copy to the Home Office. (Deficiency lists, quarterly reports, licensure renewal, cost report data, investigations, etc.)
Attend budget meetings as scheduled by the home office to compare costs and meet with other Administrators to share ideas and discuss problems.
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