Policy and Expansion Administrator

Position: Policy and Expansion Administrator

Reports to: Presidents

Position Overview:
The Policy and Expansion Administrator will oversee the full lifecycle of company policies and procedures, ensuring comprehensive and current documentation. The Administrator also leads compliance for the Home Health Program and the Personal Services Program. This role manages significant expansion projects, including entering new states and developing new service lines. The Administrator must demonstrate initiative, decisiveness, and confidence in independently contacting state regulators, managing application processes, and becoming the internal expert on all regulatory requirements. For both programs, the Administrator keeps them licensed and ready for state surveys, runs internal audits, and trains staff on compliance requirements. The role also requires a readiness to perform any tasks delegated by the Presidents without exception.

Key Responsibilities:

1. Policy and Procedure Management:

a. Develop, write, maintain, and regularly update company-wide policies and procedures.

b. Ensure compliance with state, federal, and industry regulations.

c. Maintain accurate records of all policy versions, reviews, and updates.

2. Regulatory Research and Compliance:

a. Investigate and interpret regulations and requirements from relevant state and federal regulatory bodies.

b. Clearly communicate regulatory implications to management and stakeholders.

c. Proactively monitor regulatory changes and adjust internal policies accordingly.

3. Expansion and New Program Development:

a. Lead research, make educated assessments, and proactively engage state regulators via email and phone to identify expansion requirements.

b. Independently identify necessary licensing, certifications, and applications required for business operations in new states.

c. Prepare and submit comprehensive and accurate documentation for state applications, licensure, and accreditation.

d. Act as the internal expert for regulatory and operational questions, minimizing the need for continuous oversight.

4. Compliance and Internal Review:

a. Develop and manage internal compliance programs to ensure adherence to regulatory requirements.

b. Conduct regular internal audits and reviews, identifying areas of risk or non-compliance.

c. Recommend and implement corrective actions based on audit findings.

d. Prepare comprehensive reports on compliance status for senior management.

5. Home Health and Personal Services Compliance:

a. Lead compliance for the Home Health Program and the Personal Services Program, and act as the main contact for state surveyors and regulators.

b. Keep all licenses, certifications, and provider enrollments for both programs current, and file renewals and change notices on time.

c. Keep the Home Health Program in compliance with state home health licensure rules and, where they apply, the Medicare Conditions of Participation (42 CFR Part 484).

d. Keep the Personal Services Program in compliance with state personal services agency rules, including service agreements, caregiver supervision, and staying within the non-medical scope of service.

e. Make sure staff in both programs have completed background checks, exclusion list checks, required training, and health screenings, and that personnel files are complete.

f. Prepare both programs for state surveys and inspections, respond to findings, and write and follow through on Plans of Correction.

g. Audit client records, visit notes, EVV data, and billing to confirm services were provided and billed as authorized.

h. Oversee HIPAA practices and make sure incidents, complaints, and suspected abuse or neglect are reported as state law requires.

i. Report compliance status and open issues to the Presidents on a regular basis.

6. Project Management:

a. Oversee and manage expansion projects from inception to completion.

b. Set clear timelines, deliverables, and milestones, ensuring all deadlines are met.

c. Provide regular progress updates and promptly address any issues or delays independently.

7. Cross-Functional Collaboration:

a. Collaborate effectively with leadership, operations teams, compliance officers, and external consultants to streamline policy implementation and expansion activities.

b. Facilitate training sessions and workshops related to policy implementation and compliance.

8. Additional Responsibilities:

a. Complete any and all tasks delegated by the Presidents without exceptions or limitations.

Compliance with State Requirements:

· Must comply with current and future state requirements, including but not limited to drug screenings, TB tests, background checks potentially including fingerprinting, first aid, CPR certification, with a willingness to renew certifications and screenings as required.

Qualifications:

· Bachelor’s degree in Business Administration, Health Administration, or a related field preferred.

· Minimum 3-5 years of experience in healthcare administration, policy management, compliance, or related roles.

· Proven experience in regulatory research, policy writing, compliance oversight, and expansion project management.

· Strong understanding of healthcare regulatory environments, particularly personal care and home health.

· Experience in compliance or administration at a licensed home health or personal services agency preferred, including state surveys and Plans of Correction.

· Exceptional organizational, analytical, and communication skills.

· Ability to handle multiple high-priority projects simultaneously with minimal supervision.

· Proficient in Microsoft Office Suite and comfortable with document management systems.

Personal Attributes:

· Self-motivated, proactive, and solution-oriented.

· Independent, assertive, and resourceful with high standards of accuracy and thoroughness.

· Strong interpersonal and negotiation skills.

· Ability to confidently represent the company to regulatory bodies and external stakeholders.

Pay: $24.00 - $30.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Lexington, KY 40503

Salary : $24 - $30