N.M. Admin. Code § 7.25.10.10

Current through Register Vol. 36, No. 1, January 14, 2025

Section 7.25.10.10 - ORGANIZATION

A. Purpose: To outline the basic organization of the New Mexico veterans center; establish lines of authority and responsibility for all personnel; and define often used terms. See attached organizational chart and description of structure.

B. Definition:

(1) Administrator: Exercises overall supervision, responsibility, and direction of the facility. He is directly responsible to the veterans service commission.

(2) Assistant administrator: Assists the administrator in providing overall supervision, responsibility, and direction of the facility. He assumes the duties of the administrator in his absence.

(3) Division: Major organizational component comprising of one or more departments. The division head exercises overall supervision and is responsible for all activities within that division.

(4) Department: Lesser organization component comprised by major function or mission. The department head is responsible for the supervision and operation of his department and reports to his respective division head.

(5) Section: Next lower organizational element under a department. An area may also be considered a section. The section chief reports to the unit department head.

C. Organizational structure:

(1) The purpose of the attached organizational chart is to establish clear lines of authority and responsibility in order to achieve accountability for program and administrative services. The chart reflects the major divisions responsible to the administrator and the sections and departments reporting to the division heads.

(2) Individual division heads have sole responsibility for the operation of their respective divisions. Activities, functions and roles of personnel assigned, and the administration of the respective departments assigned will be the responsibility of the division head. Problems which occur involving more than one division will first be defined by the respective heads, and a method of solving the problem arrived between them. On occasions where solutions cannot be reached, the administrator will determine the solution, and the division heads will implement such decisions.

(3) Division heads shall establish written numbered procedures for the individual functions under his/her direct supervision and will review and update such procedures annually. Division heads will establish methods of monitoring his/her division's functions according to regulations and standards of the joint commission on accreditation of hospitals (JCAH) and intermediate care facilities (ICF). Divisions who have responsibility for additional standards for compliance, i.e., Occupational Safety and Health Act (OSHA), Life Safety Code, American national standards institute (ANSI), etc., will establish guidelines and monitoring procedures for these responsibilities. In addition, each division head will establish and maintain organizational and functional role descriptions and supervisory relationships to be approved by the administrator.

D. Responsibilities: In accordance with this organizational concept, the following management practices apply:

(1) The director of medical services reports to the administrator and is fully responsible for maintaining the general health conditions and medical practices of the facility. He is responsible for assuring that the quality of medical services and health care is in comformity with all applicable federal, state, and local laws, regulations, codes, rules, and policies. He is responsible for assigning, directing, and evaluating the performance of the staff assigned to his division; for making appropriate medical services available at all times to the residents; for planning, preparing and controlling the division's inter-disciplinary team approach to active treatment; and for maintaining communication with the other divisions and with the administrator.

(2) The nursing services department reports to the director of medical services and is responsible for providing medical and health care needs for the residents on a twenty-four hour, seven-day per week basis. Training will be provided for staff on an on-going basis. The department will insure that residents are provided with rehabilitative nursing care, and that residents are kept comfortable, clean, neat, and well groomed.

(3) The rehabilitation services department reports to the medical services director and is responsible for providing a variety of activities, both inside and outside the facility, to provide recreational, social, educational, creative, and spiritual activities for all residents. Residents will be encouraged to participate in community activities, both independently and as planned activities. A full array of physical therapy, occupational therapy, and recreational services will be provided.

(4) The director of administrative services reports to the administrator and is responsible for the activities of the following departments: personnel, fiscal, maintenance, and food services. He is responsible for maintaining adequate, modern administrative support to efficiently meet the needs of, and contribute to the program services for the residents. He is responsible for seeing that the division's practices are in comformity with all applicable federal, state, and local laws, rules, regulations, codes, and policies. He is responsible for maintaining clean and sanitary surroundings at all times.

(5) The director of administrative services is also responsible for maintaining an efficient system of laundry services to all of the resident and support areas. He is responsible for establishing and maintaining a program which fully meets the day-to-day nutritional needs of the resident. He is responsible for assuring adequate and modern accounting for all receipts and expenditures.

(6) The director of administrative services is also responsible for the overall preparation and monitoring of the institution's budget and for communicating orally and in written form to all divisions and sections regarding budget status. He is responsible for sound leave practices and for an on-going evaluation of staff leave status at all levels. He is responsible for all purchasing and property control procedures.

(7) The maintenance department head reports to the director of administrative services and is responsible for the general maintenance of the grounds and roadways, buildings, and structures, maintenance of vehicles and oversees the housekeeping operations. The director is charged with providing a safe and accessible environment for residents and staff and assuring that good maintenance practices are followed. Maintenance of the facility will include remodeling, replacement, repair or deletion of facility structures, materials and machinery as required, while assuring that such remodeling, repair or deletions are necessary for the benefit of the residents. The director will comply with the New Mexico Uniform Building Code, ANSI, Standards of ICF/MR, Fire Code, and all state, federal, local building requirements. All work performed at the facility will be based on 504 accessibility criteria and will conform to a high standard of product selection. In addition, the director of the division will prepare all necessary reports on energy usage; preventative maintenance, budget and inventory utilization as required by the administrator. Recruitment of staff will be based on the needs of the facility, availability of funds, and the specialties or trades required for the efficient operation of the facility.

(8) The personnel director reports to the director of administrative services and is responsible for the day-to-day operation of the personnel department and in-service training. The director will be responsible for the overall monitoring of the employees of the facility in terms of evaluation, promotion, and compliance with state personnel board rules and Title VI, Section 504, and applicable laws and contracts. The director will provide current and valid data on a day-to-day basis on the status of the employees of the facility in terms of vacancy, promotion, transfer, and termination and performance evaluation. In addition, he will initiate special studies periodically to determine absenteeism, educational achievement, turnover rates, and other areas related to personnel. The director will assure smooth and efficient handling of all personnel actions; constantly cooperating with other divisions, departments, and units of the facility in defining and resolving personnel related problems. Each year in the preparation of budget requests, the director will provide a current and accurate listing of all positions in conjunction with, or as part of, the overall budget request. In-service training (basic orientation) will be provided to all new employees prior to the employee reporting to the work station. On-going training needs will be assessed and provided as needed, in cooperation with other facility staff and departments.

(9) The food services director reports directly to the director of administrator services and is responsible for the dietary, nutritional and food services operations. Dietetic services will meet the nutritional, therapeutic, psychosocial, and special dietary needs of the residents. Food will be served in an attractive manner, at the proper temperature, and will meet the individual needs of the residents.

(10) The fiscal director reports directly to the administrative services director and is responsible for the facility budget and expenditures, maintenance of accurate accounting procedures, payroll, supplies, and purchasing procedures. He will insure that accounts receivable and accounts payable are accurate and reflect the correct accounting procedures as directed by the state of New Mexico.

(11) The medical director will report directly to the administrator. His responsibilities will consist of assuring that all residents receive proper medical care by a licensed physician, developing procedures for handling medical emergencies and transfers to other health care facilities as necessary, monitoring the health status of employees, consulting in the development and maintenance of an adequate medical record system and advising the administrator regarding the scope and appropriateness of medical services for residents, the facility's equipment, and its support staff.

(12) The medical records administrator reports directly to the administrator and will be responsible for assuring that the medical records are complete, readily accessible, and systematically diagnosed to facilitate retrieval and the compilation of information. In addition, he is responsible for maintaining the security and confidentiality of records and assuring that only authorized personnel have access to them.

(13) The social services director reports directly to the assistant administrator and is responsible for providing services necessary to identify and meet the psychological needs of all residents. He will be responsible for participating in resident care management by being a part of the multi-disciplinary team, assessing the residents' psychosocial needs and assisting in developing a multidisciplinary plan of care for each resident. Social services provides the liaison between the resident, his family, the community, and the facility.

Organizational Chart

N.M. Admin. Code § 7.25.10.10

Recompiled 10/31/01