Job Description
Great companies need great leaders. Senior Helpers of Littleton is growing quickly and seeking a new Care Team and Office Manager (CTM) to help improve our outstanding team! The CTM will be primarily responsible for overseeing, managing, and developing caregivers for within the franchise territory. This will include all caregiver hiring, recognition programs, training, and performance improvement. The CTM will also cross-train on Client Services Manager as well as Agency Director roles, with the long term opportunity to grow into a Director of Operations position.
We are seeking a self-motivated and experienced manager familiar with the home care landscape in Colorado that can add to the expertise of our team. The ideal candidate will be passionate about creating a supportive environment that encourages Caregivers to increase their skills and provide the best possible care to our clients. Candidates should be passionate about building systems and improving processes to help take our organization to the next level of professionalism. The CTM should be passionate about Caregiving and willing and able to work shifts as needed to best support our clients. Veterans are strongly encouraged to apply!
Job Benefits:
- 401(k) matching
- Health Insurance
- Dental Insurance
- Vision Insurance
- Paid Time Off
- Pay On Demand
- Bonus structure
Why Join Us?
- Great Place to Work® Certified
- Autonomy—We encourage our team members’ independence and believe in our team to complete their job duties without micromanaging.
- Task Variety—We provide an engaging workday that uses your various skill sets to avoid monotony.
Schedule: The CTM will work a traditional full-time work week (M-F), and can expect to be on call an average of two weekdays per week and one weekend per month.
Reports To: Executive Director
Care Team Manager Responsibilities (including, but not limited to):
- Ownership of caregiver operations including recruitment, hiring, onboarding, training, supervision, evaluation, discipline, termination. The Care Team Manager ensures there is always an adequate number of highly trained and professional caregivers available to meet the needs of current and future clients.
- Develops and implements Caregiver onboarding and probationary program, checks in with Caregivers regularly throughout the onboarding process.
- Develops and implements Caregiver training programs including Senior GEMS to ensure constant improvement of Caregiver skill and professional development.
- Maintains and enforces the Caregiver Occurrence Policy.
- Performs initial and ongoing Caregiver competency checks and training.
- Conduct regular site checks of each caregiver to ensure care plans are being implemented correctly, policies and procedures are adhered to, and all job duties are performed in a manner that is satisfactory and meets the Senior Helpers brand expectations. Spends approximately 40% of time out of the office observing caregivers, and reassessing clients.
- Coordinates caregiver engagement activities such as training, teambuilding, incentive programs, and recruitment activities; also manages the lending library and Caregiver resources.
- Communicates with scheduler on Caregiver availability and assignment.
- Reviews the daily logs and time sheets bi-weekly to ensure that each caregiver is following the care plan and that lost hours are identified
- Communicates all new hires, terminations, and inactive employees to scheduler for input into home care software
- Manages all caregiver call outs, late arrivals, early departures, and refusals of assignments; takes appropriate action based on the Occurrence Policy
- Works with the Scheduler and Client Services Manager to hire for the void; runs ads accordingly
Office Manager Responsibilities (including, but not limited to):
- Recruits, hires, trains, and manages schedulers and billing coordinator.
- Ensure incoming phone calls are answered and screened in a pleasant, courteous manner
- Ensure general office functions are carried out such as sorting mail, data input, and file maintenance. More fully described as follows:
- Create and send client welcome packets
- Create and send prospect information
- Prepare client and caregiver files
- Coordinate caregiver interviewing schedule
- Create new hire packets and employee handbooks
- Verify complete caregiver information in the file after hiring
- Input caregiver information into home care software
- Complete caregiver reference checks and criminal background checks
- Input client leads into Contact Manager and oversee lead communication process
- Ensure all information is properly filed, organized and easily accessible, and notify the scheduling team
- Caregiver and client birthday program/cards.
- Ensure all caregiver employment paperwork is completed properly and filed according to policy
- Collect caregiver timesheets, put in alphabetical order by caregiver, and verify/reconcile against scheduling calendar into home care software
- Keep track of late and/or missing timesheets, as well as timesheets that have been filled out incorrectly, and report this information to the owner
- Make the Care Plans, Care Plan binders, Client Welcome Packets, Employee Handbooks, and other documentation and communication with clients and potential clients. Ensure all communication is sent in a timely manner according to policy
- Maintain and update all caregiver files in accordance with state regulations. Monitor licensure expiration dates and follow-up to ensure caregivers are in compliance
Client Services Manager Responsibilities (including, but not limited to):
The Caregiver Manager will cross-train with and be able to provide coverage while on call or in the absence of the Client Services Manager:
- Has a regular communication process for new clients that includes caregiver introductions, first day of service calls, and a visit within the first 30 days of service or coordinates with the Client Services Manager to do the same.
- Ensures that clients and their families are satisfied with the Senior Helpers services, works to find solutions with the appropriate employees and/or family members.
- Visits all clients on a regular basis to assess the quality of services as well as the client and family satisfaction and happiness level.
- Adapts the client care plans as needed
- Coordinates client activities such as field trips, and in-home activities; also manages the lending library or directs client services coordinator to do same
- Takes service inquiry calls and follows up with leads to meet revenue goals
Alternate HCA Manager Responsibilities (including, but not limited to):
In the absence of the HCA Manager or as delegated and when on call:
- Ensures agency is in compliance with all applicable federal, state, and local laws.
- Completes, maintains, and submits reports and records to appropriate state and federal agencies as required.
- Serves as ongoing liaison with the governing body, staff members, and the community.
- Maintains current organizational chart to show lines of authority down to the consumer level.
- Maintains appropriate personnel, bookkeeping, and administrative records and policies and procedures of the HCA.
- Ensures proper orientation of new personnel, and regularly scheduled in-service education programs and opportunities for continuing education are provided for personnel.
- Designates in writing the qualified staff member to act in the absence of the HCA Manager.
- Ensures HCA Manager (or Alternate) is available for all hours that personnel are providing services.
- Ensures marketing, advertising, and promotional information accurately represent the HCA and address the care, treatment, and services that the HCA can provide directly or through contractual arrangement.
- Maintains a coordinated HCA-wide program for appropriate infection prevention and control that is an integral part of the HCA’s quality management program.
- Implements and monitors the HCA’s training program for all homemakers and personal care workers, including managing or delegating employee training and development activities for the HCA.
Qualifications
- Be at least 21 years of age
- Minimum of five years’ experience in a home care setting
- Minimum of three years’ experience managing in-home caregivers
- Bachelor's degree required strongly preferred
- Ability to communicate pleasantly and effectively with callers and internal staff
- Familiar with a variety of the field’s concepts, practices, and procedures
- Must have exceptional organizational skills, attention to detail, and the ability to prioritize in a changing environment
- Must have excellent verbal communication skills and follow-up skills with prospects, clients, and client families
- Ability to quickly build rapport with people of all cultures
- Creative, innovative, and problem-solving abilities necessary
- Proactive problem prevention and issue resolution leadership ability
- Ability to visit client homes in the assigned territory
- Proficiency in Microsoft Word, Excel, internet, and Outlook required
- Ability to learn other software programs quickly
- Ability to work independently and as part of a team
- Must have successfully completed an eight (8) hour agency manager training course. Additional related annua training that equals twelve (12) hours shall be required in the first year and annually thereafter.
- Must meet the above and any additional requirements outlined in Part 7.2(D) of 6 CCR 1011-1 Standards for Hospitals and Health Facilities: Chapter 26 – Home Care Agencies.
- Be familiar with all applicable local, state and federal laws and regulations concerning the operation and provision of home care services.
About Senior Helpers of Littleton
Visit our website here:
We are an independently owned and operated franchisee of SH Franchising, LLC dba Senior Helpers®. Senior Helpers® has been the nation's premier franchisor of in-home senior care franchisees since 2005, with locations across the country. Our services range from specialized care for those with chronic diseases to companion services for seniors looking for assistance with daily activities. Our mission is to provide compassionate care and improve the quality of life for our clients, their families, and our employees.
We are proud to be an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, and local laws.
Job Tags
Full time, Local area, Shift work, Weekend work, Weekday work,