Admin Toolbox

ADMIN TOOLBOX

INSPECT WHAT YOU EXPECT

  • Use Alan’s favorite tools to assess your current position. Share your plan with your leaders.
  • Know your labor, census, employee work ready status, and schedule today: Labor Management Dashboard (census trends, budgeted labor PPD, over 17 hours, schedule management, currency of licenses certifications)
  • Conduct AM Department Head meeting to discuss activities and priorities of the day and week.
  • Conduct Daily Staffing Meeting to review schedule and employee hours. Are all employees scheduled verified / licensed to work? Is the schedule adjusted to reflect current census trends and to most appropriately care for patients? Are there overtime anomalies that need review?
  • Ensure all agency workers assigned have clocked into UKG using notes from daily staffing meeting. If not, get it done!
  • Expense management; use COUPA to determine if you are tracking under/over budget and adjust/be strategic to 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 inform what is needed to reach your census goals
  • Focus on Customer Service – (BirdEye, Pinnacle, any inhouse program). Focus to treat your employees and patients, their families, like your family
  • 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
  • Report issues with Internet, connectivity, wireless, computer use, printing or user access.
  • Charge iPods/iPads
  • 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
  • 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
  • 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