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Financial
Operations
The office
provides support services in strategic planning, budgeting, financial
reporting, grant fiscal management, account receivables management, third
party reimbursement, managed care, payroll, procurement services, accounts
payable, contract negotiations, general accounting, internal auditing,
and residents’ financial and entitlement services.
Promesa
uses the ADL system for its long-term care accounting and receivable management
operations. The Axcent System is used for accounting functions at the
agency’s other subsidiaries. The Medical Manager and Addition Management
Services (AMS) software are used for receivable management services at
Promesa Inc. Using these systems allows Promesa to monitor revenues, expenses
and productivity by programs and departments. Variances to budget are
analyzed monthly and financial and productivity reports are distributed
regularly to program directors for review and action. Financial reports
are distributed and discussed recurrently with the Chief Executive Officer
and the Board of Directors.
Purchasing,
Receiving, and Warehouse Department
Our policy
for procurement has been formulated in recognition of the 3 most important
objectives of any purchasing effort:
- To ensure quality;
- To ensure timely
delivery of materials and supplies; and
- To obtain reasonable
prices
Purchasing
Operations Overview:
Operating
under the guidelines set forth by individual funding sources, the Purchasing,
Receiving, and Warehouse Department of PROMESA follows the materials management
control concept widely used in industry. In addition to its responsibility
for procurement, the department has overall responsibility for supply,
inventory control, receiving, warehousing, value analysis, shipping and
the transfer or replacement of Promesa’s equipment or supplies.
The department
also provides for and has established procedures for the evaluation of
new equipment and supplies for the organization. The department operates
under the supervision of a Director and 3 other full time employees
Management
Information Systems (MIS)
During
the past few years, Promesa has taken a broad view of technology and its
role within the organization. In this respect, the MIS Department has
mounted a comprehensive effort to educate planners and staff about current
and emerging technologies and their benefits to the organization.
In addition
to its work educating Promesa’s staff, the MIS Department has also
developed and formalized procedures for making technology decisions, including
purchase, evaluation, upgrades and use. Promesa is also implementing numerous
systems including a new Human Resource Module and a new computerized system
for the Casa Promesa Long Term Health Care facility. Finally, the implementation
of new multi-user applications and a new e-mail system will continue the
development, improvement and enhancement of Promesa’s information
resources.
In an
effort to create greater efficiency, the MIS Department focuses on addressing
users’ long-term needs as defined by Promesa’s strategic plan
and the department’s own long-range planning. Clearly, participation
in a systematic planning process for information technology helps the
organization capitalize on the opportunities available through the use
of technology. Promesa’s goal is to automate the information captured
by its range of health and social service programs with an eye toward
improving service delivery.
By the
year 2002, Promesa anticipates having over 75% of the organization’s
more than 400 employees, running Windows 2000 on their office desktops.
This project will entail consolidating the organization’s multiple
platforms to Windows 2000 environment.
Promesa
is committed to researching and implementing improvements in our information
systems that ultimately simplify the information services operational
environment in order to provide better services to the user community.
These
new and improved technologies will provide professional development, training,
and ongoing technical support, and will support staff as they integrate
technology into the organization. The MIS department collaborates with
other Promesa departments to design a professional development and training
strategy that meets the needs of the staff in information management.
With
full automation we seek to enhance communication and collaboration among
the various entities throughout the organization.
Support
Services
The Director of Support
Services makes certain that these key services are provided to the entire
Promesa organization.
The Maintenance division
consists of a Maintenance Supervisor and 5 Maintenance Mechanics. These
professionals are responsible for the maintenance, operation and inspection
of all building systems including: heating, ventilation and air-conditioning,
fire suppression and electrical and water distribution. Additionally,
the department is responsible for the implementation of a comprehensive
Planned Maintenance Program, which includes the day-to-day repairs associated
with the operation of a large, complex facility.
Housekeeping consists
of a Housekeeping Manager, a Supervisor and 25 Housekeepers. Collectively
they ensure that Promesa’s facilities meet the highest criteria of
cleanliness. The Manager, through a contracted laundry service, also ensures
that an adequate supply of clean linen is always on hand. Housekeeping
also controls the collection and disposal of medical waste.
The Food Services
division is divided into 2 distinct units. At Casa Promesa the preparation
and serving of meals and snacks is contracted to an outside vendor. By
contrast, in-house staff provides food services at Promesa, Inc. A Staff
Dietician assists both units in ensuring that both clients and staff receive
well-balanced, nutritious meals.
The Transportation
division, under the control of the Transportation Supervisor, has the
responsibility of maintaining a fleet of 6 vans, which provide for all
the transportation needs of the organization. This includes the transportation
of Residents to medical appointments and field trips.
Promesa places a high
value on the security of its clients, staff and property. The responsibility
for safeguarding Promesa’s personnel and property falls under the
Security division. The Security Supervisor oversees a large contract security
staff and is also responsible for other security measures including intrusion
alarms and CCTV cameras and monitors.
Quality
Management
Regular
consultation and review of agency policies and procedures sets Promesa
apart from other service providers. The Quality Management Department
engages in the provision of direct and consultative services to each of
Promesa’s entities.
These
services include:
- Quality
Assessment and Improvement Planning;
- Follow-up
Monitoring;
- Quality
Assurance and Improvement Activities, Consultation, and Review;
- Incident/Litigation
Risk Management;
- Corporate
Compliance and HIPAA (Health Insurance Portability and Accountability
Act) Coordination;
- Regulatory
Compliance;
- Internal
Consultation For Compliance With JCAHO, NYSDOH LTC, NYSDOH D&T,
& OASAS, and NYS Children and Family Services;
- External
Consultative Resource For P.A.S.O. Programs and Activities; and
- Employee
Health Services RN (backup).
The
Quality Management Department has developed and implemented the following
policies and procedures as a core foundation to the program:
- Promesa’s
Quality Improvement Plan;
- Incident
Management Policy;
- Administrator
on Duty Policy;
- Confidentiality
of Quality Assurance and Risk Management Policy;
- Search
and Arrest Warrants Policy;
- Subpoenas,
Court Orders, Summonses, Citations and Other Legal Documents Policies;
and
- Corporate
Compliance Policy.
Human
Resources
These
services include:
- Employee
Relations/Labor Relations
- Benefits
Administration
- Wage
& Salary Administration
- Pension
Administration
- Performance
Management/Assurance of Staff Competency
- Staff
Development
- Strategic
Planning
- Regulatory
Agency Compliance
- State
and Federal Employment Law Compliance
- Position
Analysis and Control
- Employee
Health Oversight and EAP
The
Human Resources Department is staffed by 8 employees including:
- Vice
President of Human Resources & Support Services
- Manager
of Human Resources
- Staff
Development Manager
- Employee
Health Coordinator
- Two
(2) Human Resources Representatives
- Administrative
Assistant/Credentialing Coordinator
- Receptionist
Staff
members are employed in approximately 95 different positions, however
45% work in one of the “helping professions,” such as medical
care, mental health services, or education.
The
average Promesa employee has been with the organization 4.1 years. As
a whole, the staff are not only dedicated to the organization, but are
committed to continuous improvement of their skills in the interest of
better service to our clients, patients, residents and the community.
59% of Promesa’s employees reside in the Bronx.
Promesa
offers its staff a host of professional development opportunities through
the provision of both internal and external educational programs. The
organization subsidizes programs designed and implemented by Human Resources
Department staff and offers tuition reimbursement for work-related continuing
education. Our commitment to professional growth is evidenced by the fact
that 48% of our managers have been promoted from within.
Promesa
recognizes the inherent value of its staff. By working closely with employees,
the organization has seen its employee turnover rate decline over the
past 3 years from 29% to 15%, substantially below industry averages.
“Promesa’s
Pride,” one of our employee recognition programs, began in 1999.
This program provides “Employee of the Month” and “Employee
of the Year” awards to staff members who, based on established criteria,
are nominated by their co-workers.
“Employee
of the Month” awards were given, during year 2000, for dedicated
service in the following professions: Substance Abuse Counselor, Medical
Assistant, Receptionist, HIV Secretary, Maintenance Worker, Housekeeper,
Administrative Assistant, Medical Liaison, Accounts Payable Assistant,
Housekeeper, and Registered Nurse.
The
“Promesa’s Pride Award” is a peer recognition program stressing
the following key qualities:
Pride
Respect
Organization
Motivation
Excellence
Sensitivity
Assertiveness
‘Sincerity
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Professionalism
Responsiveness
Integrity
Dedication
Ethics |
Promesa’s
success is dependent upon the competence, dedication, motivation and initiative
of our staff. The organization is committed to a simple principle: people
are our greatest asset.
When
asked about their employment at Promesa, our "Employee's of the Year
(for 1999 and 2000) stated:
"There are a lot of things that I like about working for Promesa,
but I guess the best thing is the opportunity to grow within the organization,
as well as the encouragement received from staff and co-workers to further
your education."
– Dorothy Johnson, Case Manager (Employee of the Year - 1999)
"The best thing about Promesa is the people!!!"
– Peter Gonzalez, Maintenance Man (Employee of the Year )
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Staff
Development
The Department’s
mission is to train the organization’s employees to perform at superior
levels of competency and efficiency, while consistently striving for improvement
and excellence.
To this
end, Promesa has established and implemented policies for training all
personnel, interns, and volunteers that go well beyond regulatory guidelines.
The Staff
Development Department focuses on all mandated training required by regulatory
agencies. This training ensures that our staff receives required knowledge
and updated information.
Each
Promesa employee’s job performance is reviewed annually by supervisors
to determine what type of training the employee may need to meet his/her
job requirements. Expert staff in human resources evaluate the surveys
in order to identify training goals and objectives. Knowing how to make
our employees more effective helps us to make Promesa more effective.
The year
2000 was one of great progress for the Staff Development Department:
- Our annual statistics
reflect a total of 983 individual training hours with more than one-third
of those concentrated in our federal, state, and city mandated training
areas. Over 95% of all staff have successfully completed our annual
in-service training.
- In cooperation
with Local 1199’s Training and Development Fund, our Staff Development
Manager wrote a grant proposal targeting medical and organizational
training needs at Promesa. As a result of this proposal, funded by the
Health Care Reform Act, Promesa became one of the largest grant awardees
for a medical facility of its type, providing more than $250,000 for
staff training from 2000-2001.
Training
covered by this grant will be offered at no cost to employees in the following
7 areas: Upgrading Licensed Practical Nurses (LPN) to Registered Nurses
(RN), Physical Assessment training for RN’s, RN Sub-acute care, Skills
enhancement for Certified Nurses Aides (CNA) and LPN’s, Certified
Alcoholism and Substance Abuse Counselor (CASAC), Clerical and Secretarial
Studies and Foreign Language Training (i.e. English/Spanish).
The Staff
Development Department looks forward to providing a complete training
experience for each of Promesa’s staff members. Indeed Promesa is
committed to the philosophy that a well-trained, highly committed staff
is essential to success at every level of the organization.
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