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, & COMPENTENCIES

• 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

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