ADMIN TOOLBOX
INSPECT WHAT YOU EXPECT
Nursing Home Administrator Checklist
- Use Alan’s favorite tools to assess your current position. Share your plan with your leaders.
- Conduct AM Department Head meeting to discuss activities and priorities of the day and week.
- Hold daily staffing meetings – Daily Staffing Meeting Form
- Is the schedule adjusted to reflect current census trends and to most appropriately care for patients? Are there overtime anomalies that need review?
- Use PowerBI to check census trends, budgeted labor PPD, over 17 hours, schedule management, currency of licenses certifications.
- Ensure all agency workers assigned have clocked into Paycor using notes from daily staffing meeting. If not, get it done!
- Expense management; determine if you are tracking under/over budget and adjustto achieve your winning plan for expense control.
- Do rounds in the facility using Facility Rounds checklist. It is recommended to cover the entire checklist at least monthly, broken to daily manageable bites as most efficient. Use the list to mentor your team to learn what you are inspecting.
- Communicate with your central admissions/ facility admissions team(s) to relay what is needed to reach your census goals
- Focus on Customer Service – (BirdEye, Activated Insights, any inhouse program). Focus to treat your employees and patients, their families, like your family
- Attend the Clinical Morning Meeting. Review 24-hour report and identify the risks
- Determine the need for an afternoon wrap-up to ensure follow through from items identified in the AM Meeting
- Use the Room readiness checklist to prepare for new patients
- Use the Care Partners new Admission Checklist
- Run the PDPM meeting with the facility nursing staff.
- Use the PDPM tool to log the Who Does What By When and set the expectation (WDWBW)
- Notification on the COVID stats if you have any active cases.
- Communicate with families anytime COVID is present in the facility. (Covid letter w/ new positives w/in 24 hrs & residents/staff w/respiratory symptoms)
- Complete the Daily CDPH Report due before noon (for CA)
- Review Retain for anniversaries, birthdays, employees at risk, exit interviews
- Process new hires, transfers, terminations, and promotions.
- Review the applicants who applied for open positions. Connect with the recruiter on applicant next steps
- Shoes for Crews is a program where employees pay for shoes via credit card or payroll reduction
- Ensure any individuals working have been verified to be able to work.
- Review vaccination verification report
- Review, investigate, and complete (or work to complete) any open hotlines
- Report issues with Internet, connectivity, wireless, computer use, printing or user access.
- Charge iPods/iPads
- Oversee the Care Partners Program.
- Review staffing schedule for the upcoming week using BI tools & labor reports
- Hold weekly staffing meeting
- Review maintenance reports (preventive maintenance). Round with Maintenance Director
- Review Agency usage for the week and upcoming week. Are the hours in UKG?
- Tour Kitchen with manager using Kitchen/Food Service Operation checklist
- Tour facility with environmental services director.
- Have a test tray for lunch
- Conduct weekly Meeting with Director of Rehab (Staffing, Eval timeliness, missed treatment, program development, etc.)
- Hold a weekly meeting with recruiter.
- Review BI Tool w/ Clinical team: Adverse Event Report, Vitals Anomaly Report, Center Acquired Pressure, any QAPI weekly reports (Falls, Rehospitalization, QM, Reimbursement, 5-star etc.)
- Attend GO at lunch and present on customer service
- Use the Care Partners Routine visit checklist and make facility rounds
- Long-Term Care Case Management Meeting, including case mix review & Medicaid Quality Payment/Quality Measure Review.
- Attend Medicare Meeting with MDS nurse to review opportunities
- Track outstanding grievances, 2567s, investigations
- Complete weekly NHSN reports and CDPH COVID testing report for CA
- Update survey binder
- Look at Relias progress
- Use the Employee Performance tool to mentor your teams
- Review BI Tool schedule Management in the Labor Management tool to ensure licensure and certification has not expired. (see report)
- Determine if any admission agreements need signatures.
- Inventory and test iPods and iPads. Return to Corporate any devices not used.
- Hold QAPI meeting using the Avalon QAPI Meeting Template
- Complete compliance section of QAPI report
- Review Quality Metrics related to State reimbursement systems
- Review Critical Element pathways
- Review TSI reports – QM, Reimbursement, 5-STAR
- Meet with Medical Director and DOB to review Quality trends and clinical trends and updates in facility. Are MDs credentialed? Are all Medical Provider agreements signed? Are policies and procedures reviewed? Is the MD invoice reviewed/accurate? Are pharmacy overruns tracked?
- Review the clinical grid for your facility: CA, HI, OR, UT, VA, WA
- Review customer service results and trends. Adjust plan if necessary
- Prep for operational review with RVP – review your monthly financials
- Review maintenance reports and preventive maintenance
- Meet with department heads to discuss business plan goals/progress/barriers
- Review Agency utilization to trend which agency company costs and use
- Look at overtime usage. Look for outliers.
- Review Admissions, Inquiry trends by referral source. Adjust plan if necessary.
- Conduct an AR review
- Review ISNP performance (quality, financial, volume)
- Review Resident Council Notes
- Complete accruals
- Review insurance rates by payer for expected result (Add VBP Re-Hosp Review & SNF QRP Review)
- Review PDPM statistics & trends
- Review Part B billing (Rehab, vaccination billing, telehealth, ISNP Review: Metrics, QE Program performance, Transportation Billing, catalog ordering, etc.)
- Determine areas of risk from TSI reports
- Determine focus patients from TSI
- Review employee retention plan and update as necessary.
- Review recruiting strategies and data on Power BI
- Ensure all new personnel have received or are scheduled for orientation
- Review employee safety – OSHA log. Safety committee meeting
- Renewal of bonus programs
- Review open workers comp claims.
- Host All Staff meeting
- Conduct the Annual employee evaluations due this month
- Review medical director timesheets to ensure all tasks are appropriate before submitting for payment
- Assess employees’ compliance with password directives.
- Turn in the reports for any outstanding hotlines.
- Review Relias training progress for the month.
- Charge batteries on laptops not frequently in use. Power them on and leave unattended for one full day.
- Review 365 report and update Microsoft licenses to employees
- Hold Quarterly QAPI meeting (with MD and Pharmacist at minimum quarterly)
- Conduct a Quality of Patient Care Assessment using the 2022 Quality Assurance & Performance Improvement (QAPI) Plan
- Review marketing plan
- Review business plan as needed
- Review capital improvement plans and progress.
- Do first impression rounds in your facility.
- Survey prep for anticipated survey window
- Make sure non-medical director providers are credentialed.
- Progress with employee satisfaction surveys – Modify plan
- 31 Jan: complete OSHA 300 log
- 1 Feb: post OSHA 300 summary
- 1 May: take down OSHA 300 summary
- Sep, Oct: Open enrollment announcements, post posters
- Audit retention committee and provide feedback
- Make arrangements for employees who have not completed required trainings to complete their education
- Ensure required trainings are posted.
- Visually inspect data closets for unwanted clutter or overheating concerns.
INSPECT WHAT YOU EXPECT
Tools & Resources
- Daily Clinical Meeting Checklist
- PDPM Daily Skilled Services Meeting Guideline
- Administrator’s PDPM Tool
- AM Department Head Stand Up Meeting Agenda
- Stand Up Meeting Process
- Daily Scheduling and Staffing Tool
- Daily Staffing Meeting Form
- Facility Rounds Checklist
- Employee verified to work tool
- Customer satisfaction Tool
- Patient Interview and Observation
- Room Readiness Checklist
- CARE PARTNERS – Program Guidance
- CARE PARTNERS – Routine Rounds Guidance
- CARE PARTNERS – New Admissions Checklist
- CARE PARTNERS – Routine Visit Checklist
- Retention Committee Guideline
- Retention Committee Agenda
- Resident Council Review
- Retention Committee Guideline
- Retention Committee Agenda
- All Staff meeting Agenda
- Long Term Case Management Meeting Agenda
- Medicare Meeting Agenda
- QAPI Meeting
- Administrator’s PDPM Tool
- Administrator’s Checklist (by category)
- Administrator’s Checklist (by timeline)
- All Staff meeting agenda
- AM Department Head Stand Up Meeting Agenda
- CARE PARTNERS – Program Guidance
- CARE PARTNERS – Routine Rounds Guidance
- CARE PARTNERS – New Admission Checklist
- CARE PARTNERS – Routine Visit Checklist
- Customer satisfaction Process
- Customer Satisfaction: Patient Feedback prompt
- Daily Clinical Meeting Checklist
- Daily Scheduling and Staffing Tool
- Daily Staffing Meeting Form
- Direct Care Daily Staffing Form
- Employee Relations Tool
- Employee verified to work tool
- Employee Performance Tool
- Event investigation tool
- Facility Rounds Checklist
- Long Term Case Management Meeting Agenda
- Medicare Meeting Agenda
- PDPM Meeting Guideline
- Personal Funds Review tool
- Resident Council Review
- Retention Committee Agenda
- Retention Committee Guideline
- Room Readiness Checklist
- Stand Up Meeting Process
- Succession Planning 9 box Tool