Long Term Care Office Lead

Niagara Region - Niagara, ON (30+ days ago)

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Long Term Care Homes

Job Summary

Reporting to the Administrator, the Long Term Care Office Lead is responsible for maintaining the homes financial documentation system and providing business office coordination in the Long Term Care Home to residents/clients, while ensuring the systems are managed in a manner that is compliant with Ministry, legislative, and corporate expectations and policies.

Post-secondary diploma in business administration, accounting, finance
At least 3 years of financial experience within a long term care home environment or equivalent.
Administrative experience with exposure to payroll, cash management, accounting, budgeting, and records management.
Demonstrated leadership and communication skills is preferred.
Extensive knowledge of computer software applications, including word processing and spreadsheets, preferably Microsoft Office applications.
Knowledge of financial electronic documentation software including: PointClickCare
Knowledge of the Ministry of Health and Long Term Care Homes Act and Regulations; and the Accreditation Process is required.
Extensive knowledge and experience with financial and Long Term Care computerized programs which include Oracle based programs (ERRISA, Peoplesoft), Kronos, Health Partner Gateway is preferred.
Resident Financial Support (35% of time)
Subject matter expert in the areas of the Resident Financial documentation system Point Click Care (PCC) for staff in the home and Corporate Services, providing direction and guidance.
Responsible for the accurate encoding of resident profile information into financial system as it relates to the Canadian Institute for Health Information system (CIHI) and Substitute Decision Makers Act.
Lead in ensuring all system upgrades and enhancements are implemented and communicated.
Approver for information encoded in PCC financial
Responsible for billing inquires, rate adjustments, monthly invoices, trust statements, month end procedures, reporting, and Pre-authorized Payment batches
Troubleshoot and assess all system issues and processes regarding accounts receivable and Trust account.
Direct the Accounts Receivable department in maintaining balanced accounts, releasing funds, monitoring arrears monthly and initiating the collections of past due accounts.
Assist and advise residents and families in obtaining government benefits, insurance claims and pensions (such as Ontario Disability Support Program, involuntary separation applications, Guaranteed Income Supplement (GIS), GAINS, Assistive Devices Program and Ostomy supply grants).
Lead Advisor and point of contact for Ontario Public Guardian & Trustee (PG&T) including: Initiating capacity assessment process, financial inquires, and utilization of resident funds.
Coordinating with Families and residents to process new and annual Resident Rate Reduction Applications in accordance with MOHLTC policies and process.
Ensures and maintains accounting and cash records which includes managing petty cash fund, trust accounts and banking transactions/ deposits, ensuring accounts are balanced.
Ensures quality assurance of data. (25% of time)
Ensures timely, accurate data entry in accordance with department and Ministry protocols and directives
Aligns data requirements of MOHLTC, working closely with interdisciplinary staff to ensure accurate interpretation of Ministry directives relevant to divisional requirements, case information and investigation including monthly and quarterly high intensity needs
Runs general reports from data bases to provide regular and timely information that will inform planning
Conducts monthly statistical analysis using predetermined standards
Lead for Home’s financial system including: support to staff, procurement cards, expense, requisitions, petty cash management, and purchasing such as (Bill requests, recurring payments, on-call physicians, purchase orders, etc.)
Conducts audits of documentation and services (both electronic and paper) as required
Maintains user guides and posted information, ensuring requirements are current, updating manuals, as required and ensuring system users are familiar with manuals and updates.
Attends and participates in teleconferences and training as required
Develops and Builds Relationships: (15% of time)
Communicates with placement coordinators in accordance with Ontario Reg. 79/10 and the Long-Term Care Homes Act 2007.
Facilitates a smooth transition of new residents into the home by meeting with the resident and their family to ensure applicable documentation is distributed and completed in accordance with the Long Term Care Home Act.
Provides facility tours for potential residents, families, and the community
Providing customer service with residents, clients, and families to resolve concerns related to the business office and financial documentation.
Supports the other managers and Administrator in the Long Term Care Home as needed, in projects and initiatives aimed at improving resident care standards and the operation of the Home.
Collaborates with the interdisciplinary team and peer managers at the other Niagara Region Long Term Care Homes and Corporate Services, as applicable.
Financial contact with Families and residents during and after residents stay
Building relationships and maintaining communications with PG&T regarding resident’s finances.
Responsible for Resident service providers and vendors, which includes processing invoices and providing guidance and troubleshooting as it relates to maintenance of Resident Trust Accounts.
Managing and facilitating the efficient operation of the business office: (15% of time)
Provides leadership to all areas of the business office in line with the divisional operations plan and strategic directions, Departmental and Corporate priorities, and the Council Business Plan.
Systems administrator in the home for documentation systems, assigning and altering user rights and ensuring system upgrades.
Manages the activities and performance of staff in the business office by providing work direction, setting priorities, assigning tasks/projects, determining methods and procedures to be used, resolving problems, and ensuring results are achieved.
Participates in staff recruitment, hiring, performance, attendance, training and capacity building, progressive discipline, and all aspects of labour relation for the Office Assistant position.
Champions that provide education and computer application training to all users, and evaluate outcomes
Provides one-on-one support for staff regarding financial programs.
Ensures effective planning for staffing and coverage, monitoring and tracking staff absenteeism for Office Assistants.
Supports the Continuous Quality Improvement Program of the Home by completing Inspection Protocols, indicators, annual program evaluations, balanced scorecard, and participating in Accreditation. Identify areas for improvement and implement initiatives.
Coordinates the ordering, inventory management, distribution, and appropriate and safe use of supplies and equipment for the business office.
Chairs/participates or record, compile and transcribe minutes for various meetings as required.
Encode time card exceptions into Kronos and work with managers to ensure timely sign-off
Adherence to legislation/policies and procedures: (10% of time)
Ensures policies and procedures are established, implemented, revised, and adhered to for the business office
All Ministry related policies are communicated to residents and families in accordance with Long-Term Care Act
Develops and implements systems and processes that ensure the business office is compliant with all elements of the Long Term Care Act and other relevant legislation
Maintains an active presence in the home to ensure the safety and quality of service provision, adherence to policies and procedures, and the effectiveness of systems and processes.
Follows and encourages risk management related activities for the business office
Complies with documentation expectations
Coordinate records management in relation to medical and financial records
Special Requirements
In accordance with the Corporate Criminal Record Check Policy, the position requires the incumbent to undergo a Criminal Records Check and submit a Canadian Police Clearance Certificate for the vulnerable sector.
This position requires the incumbent to undergo and pass a Tuberculosis screen as required by the corporation.
This position must maintain the ability to travel in a timely manner to other offices, work locations, or sites as authorized by the Corporation for business travel.
Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values of service, honesty, choice, partnership and respect.

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We thank all candidates for their interest however, only those candidates selected for an interview will be contacted.