Administrator - Melrose HealthCare

Job Overview Summary:   

The Licensed Nursing Home Administrator manages the operation of the facility, to provide the highest quality of care possible. Aligns departments toward common goals, and ensures financial and clinical success of the center through optimization of margin and control of clinical integrity, census development, labor, cash collection, and customer service/communication.   

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below. 

Functions: 

• Leadership 
  • Responsible for the efficient and profitable operation of the facility  
  • Work with department heads to establish department goals and hold them accountable to ensure that they are achieved 
  • Hold regular meetings with department heads and staff to ensure the goals and policies and procedures of the facility are understood 
  • Manage department heads to ensure each department follows appropriate operational programs, policies and procedures 
  • Build a sense of community and foster team building among staff to create a positive environment  
  • Support and develop staff by promoting professional growth opportunities 
  • Coach department heads on how to provide opportunities for staff to further develop skills 
• Clinical Integrity  
  • Work closely with the DON to ensure that adequate clinical services are being provided to patients, resulting in achieving less than the state average in annual survey tags, with scope and severity no greater than D or E. Complaint Survey(s), should not result in scope and severity greater than G. Ensure that all tags are cleared on first re-visit in every survey  
  • Attend and facilitate at-risk meetings in order to ensure resident interventions occur and care plans are properly updated 
  • Minimize clinical risks by conducting daily rounds and ensuring that facility is in compliance with policies and procedures and with state and federal regulations 
  • Develop, maintain, and implement QAPI program to ensure that facility is addressing quality of care problems/concerns and that resident care correlates to changing conditions which will positively affect clinical care trends and systems 
  • Run QAPI meetings to educate staff about analysis findings and develop solutions 
  • Ensure department heads review monthly Q.I. graphs to maintain awareness of facility status 
  • Review and critically assess different reports (e.g., 24 hour report, at risk meeting, Quality Indicator report, and site visit report) in order to identify possible risk factors in the facility 
  • Analyze unplanned discharges in order to help prevent future unplanned discharges from occurring by working with Social Services, Nursing, and Medical Director to ensure appropriate training of nursing staff 
  • Identify risk factors and work with the DON to perform root cause analysis in order to reduce the likelihood of recurrence and to ensure the problem is appropriately solved 
  • Identify problems and deficiencies and develop and implement appropriate action plans to address and correct deficiencies and ensure compliance with Federal, State, and Local standards 
  • Update facility action plan and share it with department heads each week so that facility’s corrective plan is adequately communicated  
  • Review clinical action plans, including Mock Survey results, to ensure the facility is always in compliance 
  • Periodically review clinical areas to ensure compliance with Federal, State, and Local standards 
  • Ensure that all necessary equipment and supplies are in the facility for adequate patient care 

• Census Development 
  • Market facility services to appropriate family and community services and identify staff members’ marketing responsibilities 
  • Represents facility at community meetings  
  • Responsible for census development/marketing 
  • Oversees admissions to mutually optimize clinical and financial goals 
  • Oversee the admissions process in order to ensure that payer source is clearly identified and all necessary financial information is collected to ensure payment for each new patient upon their admission to facility 
  • Provide leadership to Admissions, Liaisons, DON, and ADON to ensure that they work together effectively to match clinical capability and care demand in the facility  
  • Ensure proper discharge planning occurs for each new patient  
  • Initiate contact with hospital discharge planners and physicians in order to increase visibility in the community 
  • Develop relationships with referral sources (e.g., home health nurses, physicians, etc.) and educate them about facility capabilities in order to differentiate the Facility from the competition and increase likelihood of patient referrals 
• Control Labor 
  • Manage PPD budget, utilizing platforms such as OnShift, to ensure that facility operates within its labor cost budget  
  • Recruit, interview, hire, and orient staff   
  • Manage the recruitment plan to increase applicant flow to address staffing, retention and recruitment needs 
  • Recognize and reward employees to promote a positive and productive work environment  
  • Ensuring that facility has sufficient and qualified staff to deliver quality care to the patients 
  • Accountable for Jazz HR utilization to ensure that every applicant is tracked and application outcome is documented 
  • Responsible for accurately maintaining data for Payroll Based Journal (PBJ) reporting such as employee and contract hours 

• Cash Collection
  • Use budget spend down worksheet to manage all other associated costs (e.g. supplies, purchase services, food, equipment) in correlation with fluctuation in census to ensure that non-labor facility operating expenses are within the annual budget PPD parameter and meet overall cost targets 
  • Review weekly cost information to develop the month to date margin projection and ensure that appropriate changes are made in facility operations to ensure that monthly margin target is met  
  • Determine areas that are off budget by establishing, reviewing, and analyzing monthly financial statements 
  • Review detailed A/P activity for each account and review discrepancies or issues  
  • Educate all department heads about the financial status of the facility and their specific departments using spend down sheets, month end financial statements, and department P/L statements 
  • Ensure system is in place to help collect receivables, work with Business Office Manager to drive down days in sales and make collection calls on a weekly basis 
  • Work with Admissions, Social Services, Business Office, and Nursing to minimize A/R 

• Customer Service/Communication 
  • Treat staff and patients with dignity and respect and model these values in daily behavior in order to encourage such behavior from all facility staff, to achieve high levels of staff morale and satisfaction, and to ensure patient satisfaction 
  • Communicate openly, clearly and effectively to all customers (patients, families, vendors, employees, etc.) 
  • Provide a platform for customers to offer feedback and opportunities for improvement 
  • Respond appropriately and timely to all internal and external customer concerns 
  • Manage patient satisfaction by ensuring that patients receive appropriate level of care 
  • Meet with facility staff on all three shifts and listen to and address their concerns in order to ensure their grievances are met and that they are satisfied and can provide appropriate level of service to the patients   
  • Monitor resolution to patient and/or family members’ concerns by following grievance procedure and keeping it up-to-date 
  • Monitor call lights to ensure that they are responded to timely  
  • Conduct daily rounds, and talk to floor staff, patients and family in order to ensure that appropriate level of care is provided  
  • Maintain positive relationships with families and patients by meeting with them, and attending resident council meetings as requested 
  • Manage family and resident satisfaction and handle any escalations  
  • Review the operations in the facility in order to ensure that a clean and safe working and living environment exists and that appropriate care is being given to patients 
  • Identify any facility problems and ensure that they are immediately addressed and resolved   

Qualifications: 

Valid Nursing Home Administrator license in the state employed. Bachelor’s degree in health care administration, business administration, finance, or related field (Required). Two years of experience as a licensed Nursing Home Administrator (Preferred). 

Knowledge and Skills: 

• Demonstrates leadership, organizational and critical thinking skills 
• Effective interpersonal and communication skills 
• Ability to work independently, problem solve and make decisions as necessary 
• Advanced knowledge of computers 
• Ability to be patient while interacting with challenged or difficult patients 
• Ability to create a resident-centered environment 
• Ability to work with a diverse staff and client base 
• Ability to react decisively  
• Ability to react quickly in emergency situations 
• Knowledge of policies and procedures and state and federal regulations 

Required Responsibilities: 

Successful demonstration of work standards, quality work product, productivity, and job knowledge are standard expectations for all company employees. 

Core Competencies: 

• Caring/Compassion 
• Accountability 
• Dependability 
• Adaptability/Flexibility 
• Effective Communication  
• Detail Oriented 
• Confidentiality  
• Team Player 
• Dedication 

Physical Demands

Shoe the amount of time on-the-job in the following physical activities by checking the appropriate boxes below.

Amount of Time

This job requires that force be exerted by weight being lifted, carried, pushed, or pulled. Show how much and how often by checking the appropriate boxes below.

This job has special vision requirements.

• Close Vision (clear vision at 20 inches or less)
• Distance Vision (clear vision at 20 feet or more)
• Color Vision (ability to identify and distinguish colors)
• Peripheral Vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point)
• Depth Perception (three-dimensional vision; ability to judge distances and spatial relationships)
• Ability to Adjust Focus (ability to adjust eye to bring an object into sharp focus)
• No Special Vision Requirements

This job has special hearing requirements.

• Ability to hear alarms on equipment
• Ability to hear client call
• Ability to hear instructions from physician/department staff