Program Manager: Mother’s Home

Posted February 17th, 2016 at 8:53 am.

Maintain records of all clearances for all staff and volunteers

Manage Program Class Schedule

  • Ensure all requirements are met for classes each day.
  • Teach class or have a teacher assigned for every class.
  • Maintain class schedule and update calendar monthly
  • Keep in contact with outside presenters who teach class

 Manage Real Alternatives (RA) Program

  • At interviews, oversee applicants to make sure they complete the CVF(Client Verification Form) correctly
  • Copies of CVFs are put into files for applicants (non-residents) and residents along with all paperwork related to admissions.
  • Original CVFs are put into RA Binders.
  • Behind the Original CVF are put the invoices and signature sheets, in order. During residency, each resident will have her own binder. Once a resident leaves Mothers’ Home, her information is put into a general binder which is numerically organized.
  • When changes are made with residents, make sure the changes are noted on a new CVF with the original number copies onto the new sheet and it be stapled over the last CVF. Copy to resident’s file. Notification of any changes should be sent to all certified RA people who may have contact with a resident and should correctly invoice RA for services provided.
  • Oversee the proper alignment of signatures with invoices for RA reimbursement in both resident and non-resident binders.
  • Residents should be in resident binder
  • Non-residents should be in non-resident binder
  • Original CVF should be followed by signature sheets and invoices
  • Make sure classes and counseling sessions are being billed properly to ensure Mothers’ Home is meeting financial goals.

Annual Contract with Real Alternatives must be signed by the Executive Director.

Preparation for the annual, on-site RA audit should be a shared responsibility of Executive Director and Program Supervisor.   Prior to the audit, RA will define the protocol for properly administering the RA program as well as what is needed with Criminal, Child Abuse and Fingerprinting for certified RA counselors. Also, the physical requirements (having fire extinguishers up to date; having files in locked cabinet/closets; providing confidential counseling areas, etc.) should be a shared responsibility.

Case Management

  • Prepare manila file for all applicants.
  • Files for applicants who are not accepted as residents will remain and filed in non-resident file cabinet
  • CVF for non-resident will go into the non-resident Binder with Pantry Visit shoppers
  • Files for applicants who are accepted will be transferred to Case Management files (with multiple pockets)
  • New residents will be assigned a Case Manager
  • Case Managers will need to be supervised with regard to the resident/s’ progress

Case Management meetings should be held at least monthly. At this time any problems, or training for Case Managers should occur as well as featuring particular problems, giving updates on available services, etc. should be discussed.

New Resident Interviews

  • Prepare Caller paperwork and have ready for Interview Days
  • Pull original Caller sheet when applicant arrives
  • Prepare manila folder and/or clipboard to hold applicant information – have ready for interview day
  • Life skills paperwork
  • CVF Form
  • Copy of applicant’s birth certificate, proof of pregnancy, Social Security card, Access card,
  • Assessment and recommendation form

 Coordinate which staff will interview which applicants. If possible, two staff/volunteers/Board members should be present at each interview. There may be occasions, due to number of applicants that show up, that only one staff can interview an applicant.

Filed under: Management Level by Margie DuBrow

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