Qualifications and responsibilities of an ALF administrator
The responsibilities of an ALF administrator are all encompassing. Your day can start out by working on the financials, paying the bills of course. Next thing you know the dietary team is short a server and you must go in the dining room to wait tables. After lunch you might even get to unclog a toilet! The opportunities are limitless. While the role can be exhausting and forever changing it is one of the most rewarding experiences possible to lead a team that is responsible for the care of our seniors in a community. The state of New Jersey has outlined the responsibilities and qualifications of the administrator in the following regulation provided by the department of health:
- 8:36-3.1 Appointment of administrator
(a) An administrator shall be appointed and an alternate shall be designated in writing to act in the absence of the administrator. The administrator or a designated alternate shall be available at all times and shall be on-site at the facility on a full-time basis in facilities that have 60 or more licensed beds, and on a half-time basis in facilities that have fewer than 60 licensed beds, in accordance with the definition of “full-time” and “half-time” at N.J.A.C. 8:36-1.3.
- 8:36-3.2 Qualifications of the administrator of an assisted living residence or comprehensive personal care home
(a) The administrator of an assisted living residence or comprehensive personal care home shall:
- Be at least 21 years of age;
- Possess a high school diploma or equivalent; and
- Hold a current New Jersey license as a nursing home administrator or hold a current New Jersey certification as an assisted livingadministrator.
(b) An applicant for certification as an assisted living administrator shall successfully complete an assisted living training course which covers the concepts and rules of assisted living as outlined in this chapter, given by a trainer qualified in accordance with N.J.A.C. 8:36-3.3.
- An applicant for certification as an assisted livingadministrator shall sit for the Assisted Living Competency Examination within two years of successful completion of the assisted living training course.
(c) An applicant for certification who fails the competency examination for an assisted living administrator will be permitted to re-take the examination in accordance with the following:
- Following a first examination failure, an applicant shall be permitted to sit for re-examination.
- Following a second examination failure, the applicant shall be required to re-take, and successfully complete, an assisted livingtraining course approved by the Department in accordance with this section.
- Written documentation of successful completion of a training program required by (b) above shall be submitted to the Certification Program, Department of Health and Senior Services, PO Box 367, Trenton, NJ 08625-0367 at least 10 days prior to the next examination the applicant will take.
(d) Certification shall be granted only to those candidates who:
- Successfully complete the training program listed in (b) above;
- Pass the competency examination; and
- Successfully complete the criminal background check as required by N.J.A.C. 8:43I-4.
(e) An individual who has successfully completed the required training program and who has passed the competency examination shall be eligible for a conditional certification in accordance with N.J.A.C. 8:43I-4.5. Conditionally certified individuals may perform the duties of a certified assisted living administrator only for the period of time specified in N.J.A.C. 8:43I-4.5.
(f) The owner of an assisted living residence who meets the qualifications listed in (a) above may also serve as the administrator.
(g) An assisted living administrator certification shall be valid for a period of three years from date of issue.
(h) At least once every three years, on a schedule to be determined by the Department, an assisted living administrator shall file an application for renewal of current certification.
(i) In order to be eligible to renew a current certification, an assisted living administrator shall:
- Complete at least 30 hours of continuing education regarding assisted livingconcepts and related topics, as specified and approved by the Department of Health and Senior Services. Continuing education courses shall cover the topics described in the training program for assisted living administrators in N.J.A.C. 8:36-3.3(a)2, and be earned between the time the current certificate was issued and is due to expire; and
- Complete a criminal history record background check as required by N.J.A.C. 8:43I-1.
(j) If a certified assisted living administrator fails to fulfill the certification renewal requirements at the prescribed time, the certification shall be considered inactive.
(k) An individual may apply for recertification without re-examination within three years of the certification renewal date and upon submitting a request for restoration of said certification, in writing, to the Certification Program.
(l) An individual requesting restoration of his or her certification from inactive status within three years of inactivity shall be required to pay the then-current certification fee and comply with the education requirements identified at (b) above.
(m) The applicant shall be required to complete 10 hours of continuing education credit for each year in which the certification was inactive in addition to the required 30 hours of continuing education for the last completed triennial certification period in which the applicant’s certification was active.
(n) An administrator whose certification is in an inactive status and who subsequently fails to meet the requirements identified at (j) through (m) above shall be required to apply in writing for restoration of certification under the requirements as determined by the Certification Program on an individual basis and as provided for in these rules.
- 8:36-3.4 Administrator’s responsibilities
(a) The administrator or designee shall be responsible for, but not limited to, the following:
- Ensuring the development, implementation, and enforcement of all policies and procedures, including resident rights;
- Planning for, and administration of, the managerial, operational, fiscal, and reporting components of the facility;
- Ensuring that all personnel are assigned duties based upon their ability and competency to perform the job and in accordance with written job descriptions;
- Ensuring the provision of staff orientation and staff education;
- Establishing and maintaining liaison relationships and communication with facility staff and services and with residents and their families; and
- Establishing and maintaining liaison relationships and communications with community hospitals, social service agencies, and mental health service agencies.
Top Takeaways:
- (g)An assisted living administrator certification shall be valid for a period of three years from date of issue.
(h) At least once every three years, on a schedule to be determined by the Department, an assisted living administrator shall file an application for renewal of current certification.
(i) In order to be eligible to renew a current certification, an assisted living administrator shall:
- Complete at least 30 hours of continuing education regarding assisted livingconcepts and related topics, as specified and approved by the Department of Health and Senior Services. Continuing education courses shall cover the topics described in the training program for assisted living administrators in N.J.A.C. 8:36-3.3(a)2, and be earned between the time the current certificate was issued and is due to expire;
Continuing education is an extremely important part in the role of an administrator. If you do not meet the requirement for 30 CEU hours in a three-year period, you may be at risk of losing your administrator license. Keep record of your trainings and have them available for review if necessary.
- Above all else the administrator needs to be extremely knowledgeable of the regulations for the operation of an assisted living facility. The administrator is responsible for each rule and regulation and held accountable for the deficiencies of the Department of Health inspections.
- (a)An administrator shall be appointed and an alternate shall be designated in writing to act in the absence of the administrator. The administrator or a designated alternate shall be available at all times and shall be on-site at the facility on a full-time basis in facilities that have 60 or more licensed beds, and on a half-time basis in facilities that have fewer than 60 licensed beds, in accordance with the definition of “full-time” and “half-time” at N.J.A.C. 8:36-1.3.
You need to have a proper management tree for who is responsible when you are out of the community. There should be a line listing of each employee who is available to handle the duties of administrator in your absence.