Becoming an administrator for home health (HH) or hospice (HSP) agencies may not be as hard as you think.
- Are you confused about exactly what CMS and CDPH are looking for?
- Have you found an ideal hire, but want to make sure they're qualified?
- Do you need a guide that simplifies this process?
If you answered yes to any of the above questions, this article is for you.
*This article was written in consultation with Mariam Treystman & Kelly McCarthy.
At The Home Health Consultant (THHC) we have over 20 years of experience guiding agencies like yours through the staff application process, so agencies can build their teams with confidence.
In this article, we’ll walk you through a clear checklist to meet all administrator requirements in California. Whether hiring or becoming an administrator, you’ll feel educated and prepared to address the regulations surrounding this role.
What is the Role of a Home Health or Hospice Care Administrator?
Home health and hospice agencies have a lot in common. One of the shared traits is they both require an administrator.
A home health or hospice administrator is responsible for:
- Overseeing day-to-day operations
- Ensuring compliance with federal and state regulations
- Managing HR (Human Resources)
- Managing finances
Again, hiring the right administrator is essential for the success of your agency, and legally required. So, you want to make finding the right person a painless and smooth experience.
By the end of this article, you'll be prepared to ensure your administrator meets all the federal and state requirements before you start the hiring process. In doing so, you avoid setbacks and costly staff change applications.
Educational & Professional Requirements for Home Health & Hospice Administrators
1. Be Able to Submit a 10 Year Resume to CDPH:
In California, an administrator applicant must include all of the following information on their 10 year resume
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- The start and end dates of each job
- Each job title
- The name of each employer
- The address of each employer
2. Registered Nurse, Doctor, or Bachelor’s Degree:
Another requirement for an administrator of a Home Health or Hospice Care agency is that you must have a
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- Bachelor's degree,
- be a registered nurse (RN),
- OR be a doctor.
You do not need to have all three of these requirements, just one of them will do. This is a recent requirement for agencies within California.
The most common question we get about administrator qualifications is whether or not the administrator’s degree has to be in a specific or health related field. In California, the administrator does not need to have formal healthcare or business education. A degree in any subject is acceptable.
An RN is anyone who has successfully passed or graduated from a nursing program at an accredited school and has fulfilled the necessary requirements set by a government licensing authority, such as a country or state. In California, there is no requirement for how long an RN has had their license. However, this may differ in each state.
To explore the most common reasons resumes are rejected by CDPH, check out the article below.
3. At Least One Year of Supervisory Experience Within Last 3 Years:
In California, an administrator must have logged at least one year of supervisory experience in healthcare or a healthcare-related field. It always looks better if the administrator has experience in HH or HSP specifically, but this is not required.
Supervisory experience goes beyond day-to-day management. Supervisory experience includes but is not limited to:
- Hiring
- Firing
- Performance reviews
For example, managerial experience is not considered supervisory experience.
The most common question we get about administrator qualifications is whether or not the administrator’s degree has to be in a specific or health related field. In California, the administrator does not need to have formal healthcare or business education. A degree in any subject is acceptable
4. *National Government Services (NGS) Approval:
For hospice agenciesFor hospice agencies only, there are new requirements regarding staff approval.
Now, on top of submitting to CDPH, hospice agencies are required to also report the hiring of and any changes to their administrator and medical director to NGS.
5. Background Check
For California-based home health only, all key staff members are required to undergo a background check. This requirement will vary depending on the state your agency operates in. For this background check to be completed, the applicant must undergo a digital fingerprinting process.
In California, the background checks are conducted through Live Scan. Live Scan then sends the results of the background check to the appropriate governing body, which will approve or deny your applicant depending on the results. In California, an administrator cannot have direct contact with patients until their background check is cleared.
To learn more about the fingerprinting process, check out the article below.
Can A Director of Patient Care Services (DPCS) Also Be An Administrator?
In California, a few requirements for a Director of Patient Care Services (DCPS) overlap with the requirements for an administrator. Because of this, most agencies will prioritize hiring a DPCS, and then appoint the DPCS as the administrator. This may differ depending on the state in which your agency is located.
However, it’s important to note it’s rare for this to work the other way around. It is much harder for an administrator to qualify as a DPCS, because a DPCS has more requirements than an administrator. While a DPCS almost always qualifies to be an administrator, an administrator rarely qualifies to be a DPCS.
What Do I Need to Know About My Administrator Designee Need and Is One Required?
An administrator designee is absolutely required to remain compliant with CMS Conditions of Participation (CoPs). An administrator designee is another person with the same qualifications as an administrator, who functions as a backup for your agency. If something were to happen to your admin and they suddenly became unavailable (such as vacation, illness or death), you’re protected and compliant by having an admin designee ready to fill in.
Similar to how your DPCS qualifies as an administrator, they also qualify as an administrator designee. However, your DPCS cannot be both your administrator and administrator designee. An employee cannot be the designee for any position they currently hold, because they can’t be a back up for themselves. This is true for all major leadership positions throughout your agency, including DPCS and hospice Medical Directors.
To learn more about designees and their essential role in home health & hospice, check out the article below.
What If I’m Still Struggling to Find an Administrator?
With this clear and concise checklist for any HH or HSP administrator in California, hopefully you feel a bit more at ease about your hiring journey. But as you know, there are many more regulations and rules to follow as you’re starting up your agency.
If you’re looking for an administrator, there’s a good chance you’ll have a few more questions about surveys, requirements for other employees, and Quality Assurance Performance Improvement (QAPI). Explore our Learning Center to find articles on all these topics and more.
If you're looking for support with staff applications or administrative compliance, explore if we're a good fit for your agency's needs by learning more about our services below.
*Disclaimer: The content provided in this article is not intended to be, nor should it be construed as, legal, financial, or professional advice. No consultant-client relationship is established by engaging with this content. You should seek the advice of a qualified attorney, financial advisor, or other professional regarding any legal or business matters. The consultant assumes no liability for any actions taken based on the information provided.
