PROGRAM SUPERVISOR

Program Supervisor

I. Specific Responsibilities:
A. Supervision and Staff Oversight
· Provide regular, structured, and documented supervision to assigned staff in accordance with agency policy.
· Assign, monitor, and adjust staff responsibilities and caseloads to meet program and resident needs.
· Review clinical and program documentation to ensure accuracy, timeliness, quality, and regulatory compliance.
· Provide guidance, coaching, and corrective feedback; address performance concerns in a timely and documented manner.
· Complete staff performance evaluations within required timeframes.
· Escalate significant or unresolved staff performance, conduct, or compliance issues to the Program Director.
· Lead weekly staff meetings and monthly case conferences with the SUD clinic.
· Participate in quarterly multidisciplinary case conferences, including Substance Use Disorder Services, Family Support Services, and Care Management.
· Ensure communication, documentation, and follow-through on action items resulting from meetings.
B. Timekeeping and Training Compliance
· Review and approve staff time records for accuracy and completeness.
· Ensure adequate staff coverage and adherence to approved work schedules.
· Address attendance issues, missed punches, or timekeeping discrepancies promptly and in accordance with policy.
· Track required trainings, certifications, and license expiration dates.
· Ensure staff complete all required agency, OASAS, and role-specific trainings.
· Follow up on overdue or incomplete training requirements and confirm staff readiness prior to assuming assigned duties.
C. Program Operations, Data, and Administrative Oversight
· Maintain accurate and current program data related to referrals, admissions, census, transfers, and discharges.
· Monitor resident treatment phase, service status, and program placement.
· Ensure alignment between operational data, clinical documentation, and internal tracking systems.
· Enter and maintain admission, update, and discharge information in the OASAS Client Data System (CDS) in accordance with regulatory timelines.
· Complete and submit required OASAS reports as scheduled.
· Review program data for accuracy and consistency across systems.
· Track and monitor compliance timelines, including treatment planning, counseling sessions, discharge planning, utilization reviews, and LOCADTR completion.
· Participate in Program Quality Improvement (PQI) activities and ensure implementation of corrective actions.
· Identify, document, and report trends, risks, or compliance concerns to the Program Director.
D. Referral, Intake, and Admission Oversight
· Serve as the primary point of contact for referral sources.
· Maintain oversight and accountability for the referral, intake, and admission process.
· Supervise and guide the Intake Coordinator throughout referral and intake activities.
· Review referrals for appropriateness, eligibility, and alignment with OASAS and MSC admission criteria.
· Ensure required documentation, releases of information, and LOCADTR determinations are completed accurately and timely.
· Approve admissions in coordination with the Program Director.
· Assign new residents to a primary counselor in a timely manner.
· Coordinate admission scheduling and internal communication.
· Ensure intake and admission processes are timely, trauma-informed, and compliant with regulatory and program requirements.
E. Clinical Oversight and Treatment Coordination
· Ensure LOCADTR determinations are completed at admission, monthly, and concurrent with treatment planning.
· Ensure admission assessments, required OASAS documentation, and admission notes are completed within established timeframes.
· Ensure initial treatment plans are completed within two (2) days of admission and updated monthly.
· Monitor delivery of required individual and group services in compliance with OASAS standards.
· Monitor resident engagement, progress, attendance, and participation in program and treatment activities.
· Coordinate and document clinical responses to resident needs, challenges, or changes in treatment status.
· Ensure discharge planning is initiated early, documented appropriately, completed in the electronic health record, reviewed and signed, and provided to residents.
· Complete utilization reviews at required intervals and route for approval.
F. Insurance Authorization and Utilization Review Oversight
· Maintain oversight of insurance and managed care requirements related to resident services.
· Ensure timely notification of admissions and submission of continued stay and utilization reviews.
· Track authorization dates, approvals, denials, and pending determinations.
· Coordinate with clinical and billing staff regarding authorization status.
· Escalate unresolved insurance or utilization review issues to the Program Director.
G. Other Duties as Assigned
II. Qualifications:
Qualified Health Professional, CASAC Advanced or Master Counselor, and/or LMSW, LMHC
· Minimum of three (3) years of experience in substance use disorder treatment or residential services, including supervisory experience.
· Demonstrated knowledge of OASAS regulations, LOCADTR, utilization review, and managed care requirements.
· Experience with electronic health record systems and program data tracking.
· Valid New York State Driver's License and acceptable driving record.
· Successful completion of required background checks and health clearances.
III. Knowledge, Skills, & Competencies
· Knowledge of OASAS regulations, level of care requirements, and clinical best practices.
· Ability to supervise, coach, evaluate, and hold staff accountable for performance and compliance.
· Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
· Attention to detail and commitment to accurate, timely documentation and reporting.
· Effective written and verbal communication skills.
· Ability to exercise sound judgment, discretion, and appropriate escalation.
· Ability to collaborate effectively with leadership, multidisciplinary teams, and external partners.
IV. Working Conditions:
· On-site supervisory position within a residential treatment program.
· May require flexibility in schedule to meet program needs.
V. Scope of Responsibility:
· Program-level responsibility for staff supervision, resident care coordination, regulatory compliance, and operational oversight.
VI. Organizational Structure:
· Reports to the Program Director and functions as a member of the program leadership team