Too Busy With Paperwork

[Diana 0]

Hi Everyone -

 

Holidays here, we are in our Open Window for Full Book and I am concerned. I wonder if I just get more concerned about this around this time of year, with fear that State will catch on.....

 

anyways, my concern is that I am too busy doing paperwork, and can't spend enough time doing activities or in room visits. We have 131 bed facility with around 25 of those being SNF beds that have CONSTANT turn over rate (around 15 ins and outs per week) just on those SNF beds.

 

I take care of all activites, being the only person in activites, and I appear to balance paperwork and actual activites (along with planning, decorations, phone calls, etc) pretty well - I've been at this facility 3 1/2 years, I should have some balance worked out by now. But personally, I don't feel like my residents get all they need - though it appears they do.

 

I try to get family and other volunteers help, which helps out most of the time.

 

Does anyone have any encouragement or words of advice/uplifting? I get so nervous thinking State can walk in at any point for Full Book - by now, I should have learned to deal with it as it comes, but the nervousness is still there!

 

Corporate thinks I am doing a great job, because for the past three years I've been deficiency free - but I know where I lack! Help,Help,Help!

[Pennie 26]

Hey Diana,

Reading your post reminded me of my first job. I worked in a 150 bed home like you it was just me. I found myself working much more than my 40 hr week plus taking work home. Burn out began to set in :cry:

Sometimes you have to not do such a great job. If you are able to do it all then there must be no need for any help, at least that is how it is viewed by the powers that be. I fought tooth and nail for a part time person, it fell on deaf ears. It took the right state surveyor (person) to get me and the residents the helped needed. So sometimes it pays to talk to them about your concerns, after all most of them are human (ha-ha). You really can't do a good job on the paperwork, get to know your res., especially the SNF ones, do activities that meet all of your res. needs & least of all give the time needed to one on ones. It is not fair to you and more importantly to the res. So it sometimes takes a slap on the hands to get what you need.

After all I bet other depts. have needs that are met while you are overlooked. Stand up to them be loud, clear and heard. We after all are just as important as the other depts.

Do a time survey for your average weekly duties. Show how much time it takes to plan a calendar, newsletter, interview new res., Care Plan Meetings, Other Meetings, setting up & taking down an activity, average time for phone calls, greeting Volunteers/traing etc., doing a activity, doing one on ones, etc..Then show the benefits to activites also show how you have increased the census.

Best of luck, don't back down from this it is very important issue, needs to be addressed. Let us know how it goes & if you need any help &/or encouagement.

;-) P

[lllucas 0]

Hi, Diana! :hammer:

 

Boy! Can I relate to you. It must be an occupational mindset for AD’s to always feel that they are behind, not meeting the needs of the residents, and barely holding on to their sanity. This crazy job is like being a juggler on a high wire and no net. But it’s the same for all of us. I think that to care too much is a basic quality, yet a basic shortcoming of Activity Directors. However, it is also true for most other Department Heads in the facility. All of us dread visits by the State Surveyors. I’m like you, I’ve had zero deficiencies for several years now. But I sweat bullets every time the state walks into the building. Thank God I have an excellent Medical Records person to keep me on the ball.

 

As far as getting help is concerned, Diana, you need to check with both state and corporate staffing policy regarding census in your facility. The hiring of activity assistants or other activity directors depends entirely upon census. So make your needs known to everyone…especially the administrator. Enlist the help of your corporate consultant (they carry a lot of weight with administration). Talk to the Regional Director if you get a chance (be tactful because you don’t want to step on toes). If you can do a time study (i.e. just keep track of your hours) and show that you must put in extra hours just to complete your required job description duties…you will have a good tool for some leverage with administration. I used to put in overtime hours and not report it on my time card. Even on salary I put in more hours than specified in my job description. I’ve learned to be up front with administration and have received comp time for the extra hours. Also, my facility which has a census of 86, has three activity directors to cover four units. I have two units…the general population (which includes the skilled unit). My units are my only responsibility. The thing that helped me the most is that my administrator is a former Activity Director (God love her) and she truly knows what I go through.

 

When all is said and done…I wouldn’t trade my position for anything (unless I win the lottery…then it’s a whole new ballgame). I truly think that a much worse thing than the state popping in is the loss of a long time resident. It has a much longer lasting emotional effect on me. So, I concentrate on doing the best I can for my residents. If I can’t meet their needs because of time restrictions…I find a volunteer who can. If I can’t find a volunteer with experience, I train someone. I’m not beyond using capable residents as volunteers. In fact, I have several.

 

You are the advocate for your department. No one else will blow the trumpet for you. You have to make yourself heard. And, Diana, you WILL get results and it will all be so empowering you’ll just love it.

 

The very best of wishes to you,

 

Linda Lucas, AD

The Activity Director’s Office

http://www.theactivitydirectorsoffice.com ;-)