(A) Introduction: The board has
established the administrator residency program as the way for a person who
seeks initial licensure as a nursing home administrator to obtain a period of
practical training and experience ("residency") in nursing home
administration under direct supervision of a licensed nursing home
administrator ("preceptor") who is in full-time practice in a nursing
home that the board approved as the administrator resident's training
agency ("residency site").
(B) Dates: All residencies in the
administrator residency program shall begin on the first day of the first month
of the calendar quarter, namely: January 1, April 1, July 1, or October
1.
(C) Registration:
(1) How to register: To
register for residency in the administrator residency program, an applicant
shall submit all of the following items to the board:
(a) The fee invoice, preliminary data for a board-approved
administrator residency program form, the administrator resident application, a
board-approved employment status form, and a board-approved facility survey
having complete and accurate entries of information.
(b) Certified transcript(s) of college credits and proof of
degree(s), in accordance with paragraph (A)(4) of rule 4751-1-05 of the
Administrative Code; said transcripts to be sent by the institution directly to
the office of the board.
(c) Certificate or other specific and adequate documentation of
completion of approved course of study or program of instruction meeting the
special academic requirements in the subject areas specific to health care
administration in accordance with paragraph (A)(5) of rule 4751-1-05 of the
Administrative Code.
(d) Any additional or supplemental documentation to support data
entries on the application form and to establish any qualifying administrative
experience.
(e) The professional development plan, with its supporting
documentation.
(2) Deadline: The
applicant shall submit all parts of the application to the board so that the
application is on file with the board at least twenty-one days before the
regular board meeting that precedes the requested beginning date of an
residency with the administrator residency program.
(3) Board approval: The
board shall only approve an applicant's registration for residency in the
administrator residency program if the board is satisfied that the applicant
meets, or has arranged to meet, each of the following
requirements:
(a) The applicant is at least twenty-one years of
age.
(b) The applicant has good health and is otherwise suitable to
the practice of nursing home administration according to paragraph (A)(3) of
rule 4751-1-05 of the Administrative Code.
(c) The applicant meets general education requirements of
paragraph (A)(4) of rule 4751-1-05 of the Administrative Code.
(d) The applicant has submitted records to the board to verify
that he or she meets, or has arranged to meet, the special academic
requirements of paragraph (A)(5) of rule 4751-1-05 of the Administrative
Code.
(e) The applicant has arranged for a residency at a residency
site(s) of which the board approves, pursuant to paragraph (A)(6) of rule
4751-1-05 of the Administrative Code.
(f) The residency site(s) will not employ the applicant in any
capacity other than that of an administrator resident during the residency
hours.
(g) The applicant does not have a substantial financial interest
in any nursing home that will be the residency site at which he or she would
serve a major portion of his or her residency.
(h) The applicant successfully completed a background check (BCI
and FBI) with the results sent directly to the board office.
(i) The applicant completed a board-approved conviction report,
as applicable.
(j) The board, in accordance with section 9.79 of the Revised
Code, has determined that the results of the background check do not make the
individual ineligible for the license.
(D) Residency site:
(1) The residency site
shall comply with all the following:
(a) The residency site shall be under the full-time supervision
of a licensed nursing home administrator who qualifies as a preceptor.
Full-time is defined as a minimum of thirty-five hours per week in the nursing
facility. If the licensed nursing home administration splits time between
multiple buildings, the administrator resident shall follow the preceptor to
those sites, and those additional sites shall also be approved.
(b) The residency site shall provide professional nursing care
under the full-time supervision of a director of nursing who is a registered
nurse. The director of nursing shall have at least two years' full-time
experience as an RN in a nursing home or hospital.
(c) The residency site shall be staffed and operated in
accordance with all applicable local, state, and federal laws and rules and be
deemed by the board to provide quality care in a safe environment. The
administrator shall be required to submit copies of all current survey
reports.
(d) Out-of-state residency sites in contiguous states may be
approved at the discretion of the board. The preceptor and administrator
resident remain under the board's jurisdiction. All Ohio requirements must
be met in order to successfully complete the program.
(2) The residency shall
only be served at the residency site(s) approved by the board prior to the
beginning of the program. An alternate residency site is allowed on a temporary
basis only for specific purposes (e.g., when such residency cannot be provided
at the approved site).
(E) Professional development plan: The professional development
plan for residency in the administrator residency program shall provide
documentation that the following requirements have been, or will be,
met:
(1) A pre-training
assessment of the applicant's background in terms of educational level,
pertinent experience, maturity, motivation, and initiative has been made
jointly by the applicant and the preceptor.
(2) Based on the
pre-training assessment, the applicant and the preceptor have jointly developed
a detailed goal-oriented professional development plan with adequate supporting
documentation that relates educational objectives, subject areas of the core of
knowledge in nursing home administration, residency sites and/or agencies
involved, estimated number of hours needed for mastering each objective, and
total number of hours in the professional development plan. The NAB
professional development plan form shall be used. This form is located within
the "National Administrator Residency Program Manual, Module 3 - NHA"
(2021) at https://www.nabweb.org.
(3) Supporting
documentation for the professional development plan shall include
preceptor's qualifications, the qualifications of the nursing director at
the residency site(s), and a description of each residency site and the staff
that is necessary to determine the site's adequacy to meet specific goals
in the professional development plan.
(4) Use of the
administrator residency self-assessment is mandatory. This is necessary to give
the administrator resident and preceptor an accurate assessment for the
administrator resident's strengths and weaknesses, and a guide to the
hours needed to be spent instructing each domain of practice.
(F) Waiver requests:
(1) It is the
responsibility of the administrator resident and/or preceptor to document any
waiver request which is submitted. Reduction in hour requests must be applied
for prior to the administrator residency program approval.
(2) Requests for
reduction in residency hours are granted for two reasons: education and
experience. Significant experience in a nursing facility is required in order
to qualify for a three-month/five-hundred-hour reduction based upon experience.
The administrator resident shall be able to demonstrate mastery of at least
five-hundred-hours' worth of training plan knowledge specific to a nursing
facility setting.
(3) The board-supplied
required training plan must be used.
(4) The plan must list in
the margin the number of hours needed for mastering each subject area and
objective, and must indicate the total number of hours in the
plan.
(5) An administrator
resident requesting a reduction of the residency hours must still submit a
training plan for the maximum number of hours required at his/her education
level (in the margin) in addition to the second column of hours showing the
requested reduction.
(6) The board's
decision on waiver requests is final.
(G) Residency hours:
(1) A residency is
approved for a set number of months and hours. Both the months and the hours
apply, i.e., a nine-month, one-thousand-five-hundred-hour residency shall be
completed over nine months and a total of one thousand five hundred hours. This
applies to residencies of all lengths.
(2) Time spent at the
core of knowledge course does not count towards the hours required for the
residency.
(3) The administrator
resident is expected to serve the residency primarily between the hours of six
a.m and six p.m, Monday to Friday, and serve a minimum of thirty-five hours per
week. This does not preclude the administrator resident from residency on
weekends and second and third shifts. The preceptor is expected to be available
to the administrator resident by phone but is not expected to work the varying
shifts with the administrator resident.
(4) An administrator
resident may be granted residency credit for up to ten days of jury duty, but
if the days of jury duty exceed that number, the administrator resident shall
request a leave of absence for the additional days and be required to make up
the time. The board shall not unreasonably deny such request.
(5) Normally a monthly
schedule of residency should not exceed one hundred eighty hours. Some
allowance is made for extra hours which are served to make up time spent at the
core of knowledge course during the residency.
(6) Vacations/leaves of
absence: request for vacations or leaves of absence in excess of two weeks must
be made to the board office, countersigned by the preceptor and the time must
be made up.
(7) Continuing education
programs attended during the residency will be reported to the board on the
monthly report form.
(8) Continuing education
courses taken prior to licensing will not count for licensure
renewal.
(9) The administrator
resident shall attend the board's virtual administrator resident training
course.
(10) The administrator
resident must be at the facility at the specified times. In case of illness or
other problems, the residency must contact the administrator and explain the
absence or tardiness as soon as possible.
(11) The administrator
resident must comply with facility policy relative to the treatment of the
persons served and communications, dress code, grooming, etc.
(12) If the administrator
resident experiences problems at the facility which cannot be resolved in
cooperation with the assigned supervisor, it is the administrator
resident's responsibility to contact first the preceptor, and if
necessary, the board office.
(H) Evaluation:
(1) Monitoring: During a
residency, the board may monitor the residency and may call for the
administrator resident and preceptor into a conference with the
board.
(2) Administrator
resident reporting:
(a) Each administrator resident shall file such periodic and
summary reports as required by and in the format prescribed by the
board.
(b) The administrator resident and the preceptor shall both sign,
then file, each report required in paragraph (E)(1) of this rule with the board
no more than ten days after the end of each reporting period. If the
administrator resident fails to file reports promptly, the administrator
resident may be deemed to have abandoned the administrator residency
program.
(c) If an administrator resident fails to report to the board
before the deadline in paragraph (E)(2) of this rule, the board may determine
that the administrator resident abandoned the administrator residency
program.
(d) The administrator resident is required to keep an accurate
daily log of all training hours and subject areas covered during the residency.
This is necessary not only to provide an accurate tally of hours on the monthly
reports to the board, but also as documentation of day by day activity. This
daily log is to be kept throughout the residency. It must be available for
review by the board representative at the residency site at all
times.
(3) Board determination:
After the administrator resident completes a residency, the board shall
determine if the administrator resident received training that complies with
this rule before the board admits the administrator resident to licensure
examination.
(I) Reciprocity: The board may grant credit towards the
administrator residency program for an administrator resident's residency
in another state's residency program if the administrator resident
registers with the board no later than ninety days after he or she leaves the
other state's residency program.
(J) Preceptors:
(1) No preceptor shall be
related by blood or marriage to the administrator resident.
(2) No preceptor shall
have a personal financial interest in the licensure of an administrator
resident.
(3) A preceptor shall not
train his or her employer or supervisor.
(4) The administrator residency program
is not responsible for any financial arrangements between an administrator
resident and the preceptor/facility.
(5) The administrator
resident cannot serve as the director of nursing while in the administrator
residency program.
(6) At the discretion of the board, a
licensed nursing home administrator may be approved by the board to supervise
the practical training and experience of future nursing home administrators in
the board-approved administrator residency program.
(7) Approval is temporary and shall be
re-applied for prior to the start of each residency program. If the board
should determine that a nursing home administrator is unsatisfactory to serve
as a preceptor, the board may withdraw its approval and deny future
approval.
(8) Preceptors shall
attend the board's virtual preceptor training course for each
administrator resident unless they have attended one in the past
year.
(9) The board shall base its approval on
the following:
(a) Whether the administrator is in good standing with the board:
has an active license, and any recent disciplinary action on
record.
(b) Whether the administrator has successfully completed
NAB's online preceptor training course.
(c) Whether the administrator has successfully mentored other
administrator residents.
(d) The manner in which the administrator has administered the
facility as documented by state inspections and certifications and any recent
substandard care citations.
(10) A preceptor shall be a full-time
nursing home administrator who has been licensed in and has practiced full-time
in Ohio for a minimum of two years and shall have a current certificate of
registration. Out-of-state preceptors must have been licensed and practiced
full-time for a minimum of two years and have a current certificate of
registration.
(11) The preceptor shall request
permission from the board to train more than one administrator resident
concurrently. There is a limit of two administrator residents per preceptor at
any one time.
(12) The preceptor should provide adequate
orientation to the administrator resident before assigning responsibilities.
Orientation should include knowledge of physical layout, personnel policies,
goals, objectives, programs, etc.
(13) The preceptor should spell out the
administrator resident's responsibilities, authority and limitations in
the student role.
(14) The preceptor should provide physical
facilities and equipment needed by the administrator resident to perform the
required tasks.
(15) The preceptor shall contact the board
if problems arise that preclude the successful completion of the program by the
administrator resident.
(16) The preceptor shall notify the board
of any employment status changes potentially affecting the administrator
resident's residency program.
(17) If a preceptor fails to provide the
administrator resident an opportunity to follow and complete the board-approved
professional development plan while the administrator resident is under the
preceptor's supervision, the board may disqualify the preceptor from
further service in the preceptor program.
(K) Adverse actions:
(1) If the administrator
resident experiences problems at the facility which cannot be resolved in
cooperation with the assigned supervisor, it is the administrator
resident's responsibility to contact first the preceptor, and if
necessary, the board office.
(2) If an administrator resident
discontinues his or her residency in the approved residency site(s), the
administrator resident and the preceptor shall report the administrator
resident's discontinuance to the board before the tenth day after the
discontinuance.
(3) The board may disqualify or disallow
all (or part) of a residency period if the board determines that an
administrator resident fails to serve a residency that complies with this
rule.
(4) The board may terminate or rearrange
all or part of the residency if, during an administrator resident's
residency, the board determines that the residency is
unsatisfactory.
(5) An administrator resident shall not
serve in the capacity of a licensed nursing home administrator or assistant
administrator. The board may disqualify the entire residency period of an
administrator resident who serves in the capacity of a licensed nursing home
administrator.
(6) If a preceptor fails to provide the
administrator resident an opportunity for an adequate residency while the
administrator resident is under his or her supervision, the board may
disqualify the preceptor from further service in the administrator residency
program.
(7) The board may deny an administrator
resident admission for examination to become a licensed nursing home
administrator if the administrator resident falsified or misrepresented facts
on an application, documents that support an application, or in any periodic or
summary reports on a residency.
(8) According to rule 4751-1-12 of the
Administrative Code, the board may suspend or revoke a license if the
administrator falsified or misrepresented facts on an application, documents
that support an application, or in any periodic or summary reports on a
residency.
(L) Non-party: Any financial arrangements between
preceptor/facility and administrator resident are the joint responsibility of
the parties involved and are not the responsibility of the board.
(M) Core of knowledge:
(1) The core of knowledge
course is designed specifically for the administrator resident
participant.
(2) The content of the
course is designed to provide information and promote understanding that will
lead to more effective performance in the administration of long-term care. The
subject areas covered have been recommended by the national association of
long-term care administrator boards and endorsed by BELTSS.
(3) BELTSS expects the
administrator resident to attend every day of the core of knowledge course. The
administrator resident may be required to make up time, which may incur an
additional fee.
(4) All those
satisfactorily completing the course will receive a certificate which satisfies
the requirement of the board of executives of long-term services and supports
(BELTSS).
(5) The BELTSS core code
of conduct, available from the course provider, shall be followed.
