HOUSE MANAGER DESCRIPTION
I. GENERAL RESPONSIBILITIES
Staff Supervision and Training
- Oversee Resident Care Associates (QMAP and Non-QMAP) onsite.
- Train and mentor new Staff members including letting them “shadow” you during your shift.
- Provide feedback on Staff performance to Management Team.
State Inspection, Ombudsman, Police and Tours
- IMMEDIATELY notify the Administrator if someone shows up for an unscheduled tour, someone calls for a tour, or the Police, State Health Department surveyor or State ombudsman comes to the house.
House Tours
- If Management contacts the house stating that individuals are coming for a tour, ensure the:
o The house is clean (vacuum and mop if necessary); including outside grounds (front and backyards)
o Staff is involved with residents in an activity preferably outside
o TV in common area is turned off unless a Resident is watching TV
o Participate in the tour if requested by Management. Please DO NOT interrupt tour.
Physical Requirements
- Care staff must be in good physical health.
o You must be able to stand on feet for long periods of time.
o You must be able to physically lift or transfer a resident from a lying to sitting position.
o You must be able to consistently lift a minimum of 35 lbs.
o You must be cleared from contagious or communicable diseases before starting or coming back to work.
o COVID-19 considerations: Masks required. Staff must wear face masks at all times while on shift. Staff must also comply with COVID screening and testing. Staff member must be vaccinated unless you meet an exemption. Documentation must be provided.
o You are required to be awake throughout your shift.
Compliance with ALL Company Policies and Procedures
- Adhere to all policies and procedures as outlined in the Employee Handbook, Policies and Procedures Manual, Time and Attendance, Medication Administration Policy and other related documents.
- Show professionalism and integrity at all times. No gossiping or spreading rumors.
- Strictly adhere to HIPAA regulations.
- Attend all scheduled Staff training sessions and meetings unless absence is excused by General Manager. Review notes and minutes if training or meeting is missed.
II. DAILY
Resident Medication Management
- Accurately administer Resident’s medications according to the physician’s orders.
- Document Resident medication administration accurately in the MAR.
- Train and supervise Resident Care Associates on medication administration.
- Call Director if any new physician’s orders are received. Send a copy of the new physician’s order to Director. Once Director has verified and approved orders, she/he will enter new orders in the resident’s MAR.
- Adhere to Medication Administration Policy.
Resident Care Management
- Assist with Activities of Daily Life (ADLs) which include but are not limited to:
o Dressing, grooming, bathing, hygiene, eating, incontinence management.
- Assist with Independent Living Skills Training (ILST) which include but are not limited to:
o Coordination of appointments (medical and non-medical)
o Coordination of transportation (medical and non-medical)
o Schedule management
o Household management
o Resource coordination
- Housekeeping: Based on provided schedule and as needed (changing bed linens, laundry and resident room cleaning)
- Execute on each Resident’s personal care plan (which identifies the level of care needed).
- Assist to develop and follow schedules as outlined in the resident’s care plan.
- Read Resident daily notes and logs at beginning of shift to understand Resident’s condition.
- Accurately complete daily documentation on ALL forms and charts (including but not limited to hygiene/bathing, medication administration records, resident daily log, etc.)
- Complete incident reports using only factual statements and not opinions, include changes in behaviors or conditions.
- Know each Resident’s POA/Guardian (if there is one) and who is able to obtain information on the Resident.
- Contact the Director IMMEDIATELY regarding any resident change in condition, re-admission from hospital, change of medication, or receipt of any physician’s order.
Resident Engagement and Activities
- Execute on personalized Resident goal plan.
- Encourage Residents to participate in activities and outings, utilizing the activities and outings calendar as a guide.
- Attend Resident outings (as needed).
- Document Resident participation or decline in participation in activities and outings.
- Provide input and feedback on Resident Activities and Outings.
Email and Deadlines
- Required to check and thoroughly read email communications multiple times throughout your shift.
- Required to send documentation, inventory, etc by the deadline. If you are going to miss the deadline, you must communicate the reason you will not make the deadline.
- Required to put your PTO on the Outlook calendar with your name.
- Required to sign email communication with your name so we know who is sending the email.
Meal Preparation
- Cook three meals (breakfast, lunch and dinner) per day as defined on the posted menu. Offer and prepare snacks as needed to Residents.
- Strictly adhere to the posted menu. Document and send meal photos to management. Substitutions must be approved by management in advance.
- Present all meals and snacks in an appetizing manner.
- Help to reduce waste by following portion guidelines and only preparing meals for Residents that want the meal. Offer acceptable substitutes to Residents that do not want the meal.
- Follow food safety guidelines for defrosting, cooking and packing food. Always label food with date and expiration date.
- Complete food safety course.
House Cleaning and Maintenance
- Keep the house clean, organized and presentable at all times (includes inside and outside/yard).
- Consistently check bathrooms after Resident use to ensure bathroom is clean.
- Clean kitchen and dishes after every meal.
- Ensure that the floor is clear of debris.
- Ensure all cleaning products are put away and cabinets with cleaning products are locked.
- Complete ground sweeps to ensure there is no trash in the yard and trash can storage area is clean and free of debris.
- Ensure correct amounts of cleaning supplies are used to minimize waste.
- Ensure team members have adequate cleaning supplies if you are out of the office.
- Inspect the house for maintenance issues (particularly running toilets, leaking faucets, fall risks, and backdoor alarms etc.) Report problems or issues IMMEDIATELY on a maintenance request form.
- Ensure night-time staff is completing cleaning duties as well as keeping refrigerator (outside and inside), washer/dryer area, interior cabinet shelves, front of cabinets, carpet etc. CLEAN. Contact Manager if this is not being done.
III. WEEKLY
Medications
- Inventory Resident medication, (both cycle and PRN “over the counter” medications) to ensure that Resident has sufficient supply of medication until the next refill.
- If the resident is down to a 1 week supply, contact the Director for assistance refilling the order to ensure Resident does not run out of medication.
- Check in medication immediately upon delivery. Ensure that medication is not missing. Refuse to accept medication that has been discontinued, damaged or for a Resident that is no longer in the facility.
- Replenish medication supply by putting new bubble packs from the overflow storage into the med cart behind the current bubble pack.
- During weekly inventory, check to ensure that medication is not expired or has been discontinued. If medication is expired or discontinued, notify Administrator during weekly meeting to dispose of medication.
- Return delivery bins to driver.
Food
- Take accurate inventory of food to ensure ingredients are present to make meals. Make sure the inventory is turned in by the deadline.
- Properly put away food that is delivered weekly.
- Properly divide items such as meats, etc. based on individual meals.
- Ensure all food delivered matches the delivery sheet. If items are missing, spoiled or damaged contact the General Manager immediately.
IV. MONTHLY
Medications
- For cycle medications, you have 48 hours to check in and provide the count sheet to the Administrator.
- On each bubble pack mark the time (AM/PM) that the med is to be given and put the bubble pack in med cart or in the med storage closet
Compliance
- MAKE SURE YOUR HOUSE IS COMPLIANT WITH STATE REGULATIONS
- Ensure the following is being conducted and signed off on by Staff:
o Fire Drills
o Staff Review of Emergency Plans & Procedures
o Resident Review of Emergency Plans and Procedures
o Emergency Lighting Test
o Sign off on fire extinguishers sheet
- Sign-off on fire extinguishers tags, and sprinkler water tanks checklist.
- Take water temperature in kitchen, great room bathroom and private bathroom in bedrooms.
- Emergency binder is kept current including census.
Staff Meetings
- Manage who will be attending Staff Meetings. Remind employees attendance is mandatory unless absence is approved by General Manager.
- Send agenda items to Management Team one week prior to meeting for review.
- Review minutes and obtain sign off from Staff members that missed the meeting.
On-Call Management Coverage
- Required to provide On-Call Manager on duty at the minimum one weekend per 6 week rotation.
- Required to go in and cover an on-call shift if a staff member calls in sick or does not show up and coverage cannot be found by another staff member.
- Call each house twice a day (at 10am and 8pm) during On-Call Shift to check in on Staff.
Only communicate emergency issues, concerns, incidents and hospitalizations to the Administrator immediately.
Required to provide a weekend update on Monday with Administrator to review weekend shifts.
- Provide On-Call Manager coverage when Administrator and/or General Manager is out of the office (as needed).
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