OT Manager Flashcards
what are the 4 majors fxs of the managerial skill set?
Planning
Organizing
Directing
Controlling
what are the purpose of guidelines for supervision for OT services?
define supervision
create parameters to be used by OT personnel
for OT personnel to meet state and federal regulations
what is supervision according to AOTA?
Cooperative process in which people participate in an effort to establish, maintain, and elevate competence and performance
what does supervision promote?
effective utilization of resources, encourages creativity and innovation, and provides education and support to achieve a goal
what are the rules for supervising OTA’s?
States vary in OTA supervisory requirements
what are methods of supervision dependent on?
complexity of client needs # and diversity of clients OT/OTA skills type of practice setting requirements of the practice setting other regulatory requirements
what does a documentation of supervision include?
frequency of supervisory contact
method(s)/type(s) of supervision
content areas addressed
evidence to support areas and levels of competency
names and credentials of the persons participating in the supervisory process
what are OT aides client vs. non client delegated tasks?
Non-client-related tasks = clerical and maintenance activities and prep of the work area or equipment
Client-related tasks = routine tasks when aide may interact with the client
why are aides NOT primary service providers?
b/c they dont provide skilled services
who trains aides?
OT/OTA
are aides reimbursed by medicare?
no
when can an OT delegate client tasks to OT aide?
Outcome is predictable
client and the environment is stable and will not require judgment, interpretations, or adaptations be made
Client demonstrated some performance ability in executing the task
Task routine and process have been clearly established
what should the supervisor be sure of before delegating client tasks to aides?
the aide is trained and competent in carrying out the task and using equipment, if appropriate
Has been instructed on how to carry out the task with the specific client
Knows precautions, signs, and symptoms for the client that would indicate the need to seek assistance
what are the steps in the recruitment process?
Identify position (Justify position, Job description)
Advertise
Screen and interview
Validate license, contact references, etc.
Make offer
Follow-up
what should job description include?
necessary competencies (performance standards) & skill sets
essential fxs of the job (ADA compliance)
purpose or summary of job, duties, supervisory relationships, position qualifications, and specifications.
salary range but NOT specific salary
what should a job description be written for?
Should be written for the position NOT person
what are performance reviews?
appraisal of staff performance
when are performance reviews given?
after probation and then annually thereafter
what are the ideal purposes of performance reviews?
assess performance relative to standards/expectations
identity areas for improvement and strength
provide a forum for to share ideas,
develop plans for professional growth
what are the practical uses for performance reviews?
Merit raises Meet accrediting standards Recommendations Promotions Determine competency Support termination
what are aspects of the performance review process?
Frequency Scheduling Contributors Behavior directed Feedback Sign off
what is “hot stove discipline”?
Warning
Consistent
Objective
Immediate
what is progressive discipline?
Verbal Warning
Written Warning
Suspension
Termination
what are the types of factors for motivation?
intrinsic factor and extrinsic factors
what are types of feedback to enhance motivation?
positive and corrective feedback
what is corrective feedback?
Providing info about an event or behavior in order to facilitate change in behavior
what should corrective feedback focus on?
modifying behavior in a positive manner
what are the characteristics of corrective feedback?
Open Descriptive and specific Balanced Well Timed Focus on Behavior
what is responsibility vs authority?
responsibility = state, fact, or position of being accountable to somebody or for something
authority = right or power to enforce rules or give orders
what are rules for effective delegation?
Requires good communication skills
Assign task to most junior person who
has the skills necessary to complete it successfully
Be clear about task, expectations, time frames
“Check in” as necessary
what is the purpose of a Policy and Procedure Manual (PPM)?
Express value system of an organization (mission statement)
Outline specific direction, goals and expected behaviors in an organization
why do you Outline specific direction, goals and expected behaviors in a PPM?
provide effective decision making & day to day operations
Clarify and communicate steps to perfor tasks and fxs
Ensure coordination and continuity within your dept and organization
Provide important info to employees
what are elements of a PPM?
Statement of purpose Personnel policies & procedures Table of organization Scope of services Referral procedures Documentation procedures Fiscal management Infection control Tx protocols and clinical pathways Quality assurance and performance improvement
what are the regulatory requirements to consider when justifying a position?
client to staff ratio supervisory requirements (OTR vs OTA)
what are the staff types to consider when justifying a position?
OTR vs OTA
Additional Qualifications/Experience
Support staff
what are the #/patterns to consider when justifying a position?
Full time Equivalent (FTE)
what does an FTE of 1.0 mean vs. FTE 0.5?
FTE of 1.0 means that the person is equivalent to a full-time worker, while an
FTE of 0.5 signals that the worker is only half-time
how is productivity measured?
actual time that can be billed to clients/ third party payers
when does non-billable time occur?
in the workday: i.e. meetings, documentation, prep and cleanup, waiting for patients
how does an OT identify units of measurement for productivity?
Consider your particular setting and case mix # Visits (Patients) # Billable minutes # Billable procedures
why do you monitor productivity?
identify trends, utilization, and to justify current/future staffing
what % are average billable hours of direct care?
70-90%
what are medicare A rules for group therapy?
Limited to 25% of patient time spent in therapy; max of 4 clients per group per therapist or assistant
what is concurrent or “dovetailing” therapy?
Therapist treats more than 1 client during a specific time period.
Therapist has been working 1:1 with client who is now finishing session and can proceed with task independently with therapist supervising
what is the limit of concurrent clients in medicare A?
to 2 concurrent clients; minutes of tx based on time spent individually with client
what is a time slice for medicare A?
2 patients tx concurrently for 60 minutes
what are medicare B rules for group therapy?
No limit on # clients in group/ time in group , however therapist clinical judgment should be used
what is the issue with increasing members in group therapy? (medicare b)
Need to insure skill services (as # of participants go up in group, may be hard to document need for skilled services)
what are the medicare B rules for concurrent therapy?
No limit on concurrent clients; but minutes of tx based on time spent individually with each client
what is the time slice for medicare B concurrent therapy?
3 patients tx concurrently for 45 minutes
