Regional Direct Support Manager

Description

Summary: Ensures the delivery of direct care services to Community and Employment Services (CES) Waiver individuals in the community. Ensures services are provided in compliance with licensing regulations and Easterseals Arkansas (ESA) policies and procedures.

Essential Duties and Responsibilities: include the following. Other duties may be assigned.

Assures assigned Direct Support Managers are trained in accordance with DSM job description upon new hire and annually (and as needed)

Monitors utilization of approved services and addresses both over and underutilization.

Regularly monitors program and staff performance for compliance with the governing regulations per Medicaid, PASSE, and DPSQA/DDS, and with Easterseals Arkansas policies and procedures.

Reviews plan of care and financial budget for each individual served as prepared by the Direct Support Manager prior to submission to funding agency.

• Encourages community participation of individuals served and opportunities for innovative staffing models.
• Works closely with PASSE Care Coordinators as applicable
• Monitors weekly that all prior authorizations are current so there is no disruption to services.
• Monitors and reviews invoices and check requests for supplemental supports, adaptive equipment and environmental modifications for accuracy, timeliness, and completeness of supporting documentation

Supports Direct Support Managers and individuals/families served to facilitate resolution of staffing, implementation of individual’s plan of care, and ensure compliance with policies and procedures.

Conducts Waiver orientation for all new Waiver DSPs.

Develops and trains staff on documented processes and procedures to ensure staff have the knowledge and resources to perform their job responsibilities, including billing, documentation, and payroll, in compliance with licensure and governing regulations.

Assists in the development of orientation, onboarding, and annual training programs for CES Waiver Direct Service Managers and Direct Support Professionals.

Assists in annual review and evaluation of program effectiveness and develops strategies to respond to initiatives for growth, corrective actions, and program quality and integrity.

Meets regularly with the Director and Direct Service Managers to identify and/or address areas of concerns identified by licensing bodies, individuals, families, internal reviews, etc.

Ensure all client files are current, organized uniformly, accessible, and maintained in compliance with licensure and governing regulations.

For assigned caseload:

Supervises multiple Direct Support Professionals (DSPs) who provide direct care to individuals served in the statewide CES Waiver program.

Monitors service delivery by DSPs to all individuals assigned to caseload for quality of service delivery including timely and accurate documentation, plan utilization, etc.

Remains on-call for any after-hours emergency needs or crisis intervention for all Waiver individuals on caseload or per established after hours on-call schedule.

Maintains an accurate and thorough knowledge of current CES Waiver services, licensing regulations and ESA policies and procedures.

Coordinates staffing schedules for CES Waiver support, other Medicaid services, and additional services and support received by individuals in a timely manner.

Calculates costs of all direct care services for each individual CES Waiver treatment plan in accordance with ESA processes to align service needs within budget parameters.

Submits prior authorization request for CES Waiver services to PASSE for approval in accordance with established timelines.

Coordinates the development of the annual and comprehensive Individual Treatment Plan (ITP) that includes the following: short and long-term goals that are functional and measurable, staffing, transportation, specialized medical supplies (as needed), equipment, housing options, etc. for each individual based on the needs and preferences of the individual and/or their legal representative. Schedules and attends the annual ITP meeting with the individual and/or their representative, staff, Care Coordinator, and any others requested to be in attendance by the individual and/or their representative.

Coordinates and facilitates annual client specific training for all assigned DSPs.

Reviews daily service records submitted by DSP for each individual served to evaluate service delivery in relation to goals and objectives of individual’s plan and provides feedback to the DSPs, as needed.

Maintains monthly documentation regarding progress, regression, or maintenance of goals outlined in the individuals’ ITP.

Ensures the integrity of all direct service billing in that the service delivered must have PASSE prior authorization, meet required service definitions, is consistent with goals and objectives in ITP, and is delivered before billing can occur.

Maintains reconciliation of hours and days worked by staff compared to what is approved in the plan of care and keeps the individual and/or representative aware of any adjustments that may need to be made.

Provides written explanation to PASSE regarding under/over utilization of support hours and transportation in annual ITP and for any requested revision throughout the plan year in a timely manner and in coordination with the assigned Care Coordinator.

Assists, as needed, in the coordination of the admission of new referrals, including procuring required documentation necessary to determine eligibility and enrollment.

Reviews each ITP goal and objective, including outcomes, at least quarterly to determine the effectiveness of service delivery and progress in goals and objectives.

Keeps case file/electronic health records for persons served in compliance with all organizational, regulatory, and accreditation standards.

Assists individuals in identifying and utilizing community resources and natural supports by working cooperatively with individuals, families, PASSE, state and/or federal agencies and other services professionals.

Works with the person served and if applicable the parent/guardian to resolve crises.

Ensures that staff are trained in positive behavior intervention techniques to manage and promote improved behaviors. As applicable, ensures that staff are trained on individual behavior plans and how to monitor, document and report effectiveness and compliance with plan. Reviews Behavior Plan quarterly or more frequently, as needed.

Assists individuals in person-centered service planning and self-advocacy.

Participates in activities that promote community awareness within the Easterseals programs to include after-hour activities and events such as Special Olympics, camps, etc.

Ensures all electronic client records and other informational tracking systems remain current and accurate.

Regularly reviews records and environments of individuals served, including medication monitoring, as scheduled by department.

Conducts and documents quality checks of service delivery for all individuals served based on frequency established by the department leadership, immediately reporting any concerns to supervisor.

Compliance/HIPAA:

While performing the duties of this job, employees will comply with all federal, state, and local laws and regulations pertaining to Easterseals Arkansas.

Employee has access to all client protected health information within their cohort of individuals served. Employees will not attempt to access any other protected health information unless otherwise approved by a supervisor or Privacy Officer.

Supervisory Responsibilities:

Manages and provides overall direction, coordination, and evaluation of assigned DSMS and also, DSPs on their caseload. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include training; planning, assigning, and directing work; conducting performance evaluations; rewarding and disciplining employees; addressing complaints and resolving problems. Manager makes important recommendations into hiring, termination, and promotion of DSPs that are given particular weight.

Qualifications

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Bachelor's degree (B. A.) preferred from a four-year college or university in Psychology, Social Work, Special Education, or related field. A minimum of 2 years as a Direct Support Manager preferred or equivalent supervision experience working with individuals with developmental disabilities in an HCBS or DD setting.

Core Competencies

• Ability to work collaboratively and effectively with individuals served, families, and staff within department and with other departments.
• Competence in instructional, oral, and written communication.
• Competence in organizational leadership and supervisory skills.
• Strong interpersonal skills that support individuals in learning their positions while also holding them accountable to expectations and performance of job responsibilities.
• Ability to work with a variety of individuals regarding age, education, functionality, and with minimal direction.
• Ability to present information and train staff who have varying levels of knowledge/experience.
• Ability to independently prioritize and plan work activities.
• Ability to problem-solve independently or in a group setting.
• Ability to foster quality in others.
• Strives to constantly improve processes and services.
• Knowledge of Word, Excel, and Google.

Certificates, Licenses, Registrations:

High School Diploma

Valid Arkansas Driver's License

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.

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to ten pounds and occasionally lift and/or move up to twenty-five pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

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.

While performing the duties of this Job, the employee is frequently exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate.

Easterseals Arkansas has designated this position as a non-safety sensitive position under the Arkansas Medical Marijuana Amendment.