Title: Waiver Program Specialist Management Team Member Department: Administration Reports To: Assistant Director FLSA Status: Salaried/Exempt Annuity Class: Administrative Supervises: Waiver Direct Support Staff Summary: Advantages of Southeast AR, Inc. Job Description The Waiver Program Specialist works within the full scope of case management and/or wavier coordination. Waiver Coordination is a system of supervision, monitoring, and coordination of all Medicaid waiver service components offered by Advantages of Southeast AR, Inc. The coordination of services will ensure consumer independence, self-support and community integration through effective supervision of direct support professional staff within the scope of the consumer s PCSP. Case Management is a system of ongoing monitoring of the provision of services included in a waiver recipient s PCSP. Case Managers initiate and oversee the process of assessment of the recipient s level of care and the review of the PCSP at the specified intervals for reassessment. Essential Duties and Responsibilities: Assist in planning annual goals for the agency; Plan and supervise annual goals and objectives for consumers in coordination with consumers, parents, guardians, case managers, and/or other involved parties; Assure components and staff are in compliance with agency, state and federal guidelines and standards; Monitor services to assure each consumer/family is receiving quality services; Supervise Direct Support Professionals to include interviewing, hiring, and training; planning, assigning and directing work, appraising performance, praising and disciplining and resolving problems; Ensure all daily documentation, monthly and quarterly reports have been received from the Direct Support Staff within designated Agency/Licensure timeframes; Assist/coordinate referrals/intake Coordinate/perform/keep current required assessments and paperwork on consumers; Coordinate/attend CSR s, PCSP, etc.; Responds to emergency or crisis situation; Prepare critical incident reports and forwards to DDS Licensure according to specified standards; Assist/arrange/train behavior management procedures; Makes contacts to abuse/neglect hotlines as needed; Counsel with consumers/parents/guardians as needed Conducts mandated contacts per month as specified by Fed/State Licensure/Standards and documents according to specified standards. Conducts all mandated quarterly reviews by level of care as specified in licensing standards
Provides well written reports on the quarterly reviews Train and supervise the implementation of behavior management plans Calls a team meeting when need arises Maintain contact documentation, progress notes, reports, etc. per agency/licensure requirements; Maintain consumer records in compliance with DDS, agency standards; Arrange respite and requested change of services; Locating, coordinating and monitoring of all proposed waiver services and all Medicaid State plan services Locating, coordinating and monitoring of needed medical, social, educational and other publicly funded services; Follow along to ensure quality of care Determining certification for categorical eligibility for waiver services Attend workshops/training as required by licensure/agency standards; Keep Director informed of program issues; Consult Director before making important programmatic changes; Review all updates when received and remain aware of all new standards and service requirements Assist with the planning, organizing, promoting and attending fundraising events as assigned by the Executive Director Assist with the planning, organizing, promoting and attending consumer events as assigned by the Executive Director Regular Attendance Perform other job duties as assigned Documented visit/contact by the Waiver Coordinator and/or Case Manager will follow Licensure Guidelines as issued November 1, 2007. The number and type of visit or contact is guided by the individual s level-of-care. Reports will be comprehensive in nature and include progress and any problems arising with staff or client. Documented quarterly reviews of behavior management plans must strictly adhere to the standards as written in the Licensure Standards issued November 1, 2007. Supervisory Duties/Responsibilities Will assure all required training is conducted on new hires prior to work Will assure all service documentation is submitted within time frames for all persons supervised Will assist with scheduling of substitute staff, as needed Will approve/disapprove leave requests as scheduling permits Will properly discipline individuals supervised when violations of documentation, timekeeping, employee handbook or other agency policies and procedures occur Will answer all calls received after hours in a timely manner Will read the employee handbook annually and apply to self and supervised staff Will read the Medicaid Manual pertaining to waiver services annually and apply to cases Will read the DDS handbook annually and apply to cases and employees
CARF Duties/Responsibilities Will serve on management teams, as assigned (see attachment) Will regularly attend management team meetings Will read the full CARF manual annually Special Working Conditions: The Waiver Program Specialist responds to emergencies, critical incidents and/or a behavior crisis. Response may be required during regular working hours, nights or weekends. Waiver Program Specialists will work hours that may be governed by emergency situations and other duties. Backup must be arranged prior to being unavailable for emergency/crisis response. Waiver Program Specialist may be involved in behavioral incidents that could lead to personal injury. Position will require travel. The Waiver Specialist will provide Direct Care services for clients on their provider caseload if an appropriate substitute cannot be found. It is the responsibility of the provider to maintain dependable staff for their client. It is the responsibility of the provider to hire, counsel or terminate staff that does not meet agency policies and procedures. Working Relationships: Waiver Program Specialist will work with all levels of provider personnel, community resource groups, state/federal funding agencies and recipients of services. Waiver Program Specialist will represent Agency at various training, conferences and conventions. Qualifications: To perform the conditions of this job successfully, the Waiver Program Specialist must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Prior to November 1, 2007 Bachelors Degree in Social Work, Psychology, Rehab or a related field OR- High school diploma and five (5) years experience in disability or related field. On or After November 1, 2007 Bachelor s degree in Psychology, Sociology, Rehabilitation or other human services related field 2 Years Experience working with individuals with disabilities 1Year s verifiable direct supervisory experience NOTE: Employee must have certification necessary to be a Qualified Mental Retardation Professional (QMRP) as it is necessary to provide behavior management plans for non-pervasive level-of-care clients.
Additional Requirements: Must have valid Social Security Card or work permit Must maintain current TB Card Must maintain current CPR and First Aid certification Must promote the use of universal precautions when dealing with hazardous chemicals/materials/waste Proven analytical, organizational, administrative, decision-making and leadership skills; Possession of a valid Arkansas Drivers License and proof of insurance; High level of communication skills; Pass Drug Test, if required Must clear Adult/Child Maltreatment, and Criminal Background Checks; Ability to complete and maintain required reports; Must possess basic computer skills Attend required vehicle training coursework as outlined in standards Must obtain required annual in-service training Will serve on internal management teams as an active member as assigned Must attend QMRP training and receive certification necessary to write and monitor behavior management plans (if hired after November 1, 2008) Participate in agency-sponsored activities as assigned The Waiver Specialist is a mandated reporter of suspected abuse and/or neglect of adults or children by following below policy: Alleged maltreatment/abuse will be reported to the Hot Lines and DDS as outlined in Advantages policy. The waiver specialist is required to submit the DHS 1090 and all other supporting documentation. The waiver specialist may be used to conduct internal investigations. Mandatory Report Deadlines: Reports and/or Waiver plans will follow strict submission deadlines as follows: 1. Waiver case management: due by 5 th of each month Case management forms will be marked with the level of care of the individual client Each contact will be preceded by the date the contact was made and will clarify in the notation whether the contact was a visit, phone call or other form of contact If a client has a guardian, the case manager may still visit the client at their place of services and then make contact with the guardian stating they visited the client at.. The fact that the guardian lives out-of-state or in another area of the state does not eliminate the case manager s obligation to conduct a face-to-face. However, you must notify the guardian of your visit with the client, and designate on the case management contact form that you mailed a copy to the guardian for signature
Parents/guardians cannot refuse to allow for the face-to-face. Any refusal must be registered with DDS in the form of a letter explaining that the case manager cannot make face-to-face contact. The refusal by the parent/guardian may be considered disrupting this Agency s ability to supply services and could jeopardize the client s waiver. It is the case manager s obligation to find a comfortable meeting place for the face-to-face. Alternative places for the face-to-face may be used throughout the plan year; however, the case manager MUST visit the home one time during the year. The case manager must properly document the home visit. Failure to comply with the home visit requirement will result in disciplinary action. It is the case manager s obligation to explain to the parent/guardian/individual the requirement of the home visit. Any obstruction by the parent/guardian/individual of the required home visit will be reported in written form to DDS. Problems with individual/parent/guardian involving visits must be reported immediately to the Director or Assistant Director for possible intervention Case management notes must reflect any goals and objectives completed for the quarter and must directly correlate with the goals and objectives written in the plan of care. Case management notes must reflect escalating problems and must support any removal from services for behavioral issues Reading case notes and completing forms for the individual is not considered a contact 2. Waiver coordination reports: due by 15 th of each month Must reflect any training given to staff during the month Must reflect any change of staff during the month Must reflect problems that have arisen with staff, client or client family Must include the date of the contact and a note must be written for every contact 3. Waiver quarterly progress reports: due by the 15 th of the month following the end of the quarter Must be related to activities noted in the support staff case notes Must reflect goals and objectives that have been completed Must reflect any new goals and objectives implemented Must reflect the continuance of any goals and objectives not completed Must reflect any changes in health, medicine, work or schedule 4. Behavior Management Plan reviews by the Team will be done quarterly and are due at the same time regular quarterly reports are due. (15 th of the month following the end of the quarter) Quarterly reviews must contain actions over the quarter Must contain in-depth notes concerning escalating behavior that may warrant a temporary removal from services into a more confined setting Must be signed by the entire team and must involve input from the team Must be updated annually by the Psychologist/Psychiatrist/Behavior Specialist o Annual update will include input from the entire team o Annual update must be signed by the team 5. Performance evaluations will be done on all employees at the time of their client s CSR 6. Annual job descriptions will be reviewed by the supervisor and staff each year at the CSR. All staff and supervisors will sign a job description annually 7. ALL PCSP plans will be submitted to DDS no later than 45 days before the expiration date. Only in extreme circumstances should the waiver specialist request an extension; however, the
8. extension must be requested prior to the expiration of the plan so that the agency does not suffer the loss. 9. A personal futures plan will be done at the time of the CSR 10. A social history update will be done at the time of the CSR 11. The face page will be updated at the time of the CSR, and at any time there is a change in medication or a change in any of the personal information listed on the face page 12. A functional will be completed at the time of the CSR 13. The Hipaa privacy form will be done at the time of the CSR 14. The permission to access, handbook, client rights and financial management forms will be completed at the time of the CSR 15. A risk management form will be completed at the time of the CSR The CCO will review all reports for completion and submission within stated deadlines above. Missed due dates for any of the listed items will result in a one-half day suspension without pay. Three suspensions within a six-month period of any combination of late paperwork will result in the employee being placed on probation and a mandatory reduction of 1% of any pay raise granted by the Board. Habitual missed deadlines will result in termination. The Waiver Specialist is a salaried position; therefore, the waiver specialist is expected to work the amount of hours necessary to complete all required paperwork/documentation within given deadlines. Special Clause: The job of a Waiver Specialist is to closely monitor the cases they are assigned in order to meet the needs of the individual served while not causing financial loss to the Agency. Waiver Specialist must meet mandated timelines for submittal of plans of care and submit timely revisions in order to support the consumer. In the event that a Waiver Specialist does not meet timelines or fails to submit a needed plan revision, and the Agency suffers a loss as a result of the delay, or if he/she causes the Agency to pay overtime due to staffing issues that could be solved had the Waiver Specialist acted in a timely manner, the Waiver Specialist may be suspended and their annual salary increase may be adjusted to absorb the loss. Employee Goals: (FY: ) OSHA Statement: I have been trained on the proper handling of hazardous chemicals/materials/waste in the work setting, safe lifting techniques and universal precautions. I am aware that I must follow these procedures at all times to ensure the health and safety of the consumer and myself. It is my responsibility to report any incidents of exposure immediately. I am aware that the agency will provide gloves and a lifting belt for my use.
I have read and understand the requirements to successfully perform the job duties of Waiver Program Specialist. I understand that I am a salaried employee and that my salary is based on a 40 hour workweek. My salary is set by the Board of Director s of the Advantages, Inc. and may not change without Board approval. My work schedule may vary upon the needs of the Agency and in order to provide adequate coverage. My position may require me to work at times other than regular office hours. The Waiver Specialist is a salaried position; therefore, the waiver specialist is expected to work the amount of hours necessary to complete all required paperwork and/or documentation within given deadlines. I understand that I am exempt from overtime wages. I understand that agency benefits may change at any time, without prior notice. I understand that this document does not represent a binding contract, but instead outlines the mandatory qualifications for persons filling this position and an outline of duties. I understand that Advantages is an at-will employer and that I may leave my employment at anytime I so choose or I may be relieved of duty by Advantages at any time with or without cause. Employee Signature Supervisor Signature Date Date My supervisor is: Phone Number: 870-367-6825 Emergency Number: