Case Coordination Specialist
Case Coordination Specialist
Posted on :
10-08-2025
Employer Active
1 Vacancy
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Job Description
Position Summary:We are seeking a passionate and dedicated Seasonal Case Coordination Specialist to join our team in caring for our communitys most vulnerable children. The ideal candidate will be committed to improving the systems that support childrens healing and growth.
As a Case Coordination Specialist you will perform a variety of responsibilities related to the coordination of initial clinical assessments & intakes for new clients and casework in support of our Mental Health Services team. This position requires a high level of interpersonal skills and the ability to handle sensitive and confidential situations. The ability to speak Spanish in addition to English is preferred (but not required). Ongoing focus will be placed upon learning effective casework theories and skills from our team of highly experienced professionals in the field.
Essential Duties and Responsibilities:
- General Referral Calls: Facilitate referral calls (lasting 20-30 minutes per client) including data entry into electronic health record (EHR) eligibility screening and provision of referrals to additional resources as needed.
- Crisis Follow Up: Upon receiving contact information from the on-call clinician complete a referral for services following response to an Immediate Response (IR) call; Additionally obtain and verify insurance information and eligibility.
- New Client Orientation (NCO):
- Collect all collateral information insurance information and legal guardian information (reaching out to assigned worker with the Department of Social Services (DSS) if needed).
- Prepare all required paperwork within DocuSign ZOOM and email account to prepare for the New Client Orientation.
- Assist with the annual review and update of program paperwork
- Verify that all client information has been entered into the EHR system accurately and that the clients demographics treatment history and any additional information needed for reporting is accurate and up to date.
- Notify family that any irregularities involving insurance information benefit policy-holder coverage or person responsible for payment will require follow-up from Billing Specialist.
- Waitlist Management: Will complete calls to gauge status of continued interest in services provide resources (Intensive In-Home Services Targeted Day Treatment transportation/housing needs) and send outreach/closing letters and remove from waiting list/track in EHR if no response after two voicemails or if identified phone number is registered as inactive/voicemail is full.
- Schedule transportation via Medicaid transportation and/or Spanish interpretation services via Medicaid as needed. Contact clients one day prior to scheduled appointment to ensure services have been assigned correctly.
- Ensure compliance with all local State and Federal regulatory requirements as well as funding source requirements including timely and accurate documentation of services such as (but not limited to) interviewing for initial referral information provided for: Licensure HIPAA Medicaid DSS LHRC and other professional standards and funding sources.
- Report clinical and other concerns as outlined in policy in a timely manner to clinical supervisor and/or management team.
- Coordinate and maintain referrals including case transfers both within and between MHS programs; Respond to general program/services inquiries evaluate appropriateness for services and referrals as necessary; coordinate care with community partners.
- Respond to requests for records such as (but not limited to) disability determination and closed case information.
- Collaborate with Finance department regarding client insurance status (active/inactive) and complete appropriate referral and follow-up tasks self-pay agreements and insurance-related case management.
- Provide support with on-boarding training related to job tasks.
- Provide coverage for the waiting room receptionist in their absence (including but not limited to coverage during the assigned lunch break).
- Maintain certification in Adult & Pediatric CPR & First Aid and be capable of performing these duties as needed.
- Maintain all applicable credentialing through continuing education and other requirements outlined in code.
- Represent ChildSavers in a positive and professional manner internally and externally as part of the clinical team participating in meetings and work with community partners of ChildSavers (to possibly include Childrens Mental Health Resource Center Local Human Rights Committee Richmond Promise Neighborhood and Trauma Informed Community Network).
- Adhere to all ChildSavers policies and procedures and complete other tasks as assigned including administrative or macro projects which may be necessary for the successful management of the program and staff.
- Collaborate with Program Analyst to provide reports related to relevant wait list data and visible trends affecting attendance wait time changes in population we serve and changes in treatment needs (as needed).
Minimum Qualifications (Knowledge Skills and Abilities):
- Associates degree (or equivalent; human services field of study preferred) with history of professional experience working with children from a trauma-informed care perspective. ChildSavers mental health services areas include: Outpatient Therapy Crisis Intervention Psychiatry and outreach both within the community and local public school system. Specialized modalities include art therapy sand tray therapy play therapy attachment work and Cognitive Behavioral therapy (CBT).
- Other requirements as assigned by DMAS and/or licensure standards.
- In addition it is preferred that the incumbent have:
- Strong verbal & written communication skills paying close attention to detail
- Time management & organizational skills
- Strong computer skills including competency in platforms such as Excel & Word
- The ability to establish rapport with diverse populations
- Knowledge of (or willingness to learn) language and navigation of health insurance systems
- Knowledge of local community programs and resources
- Knowledge of the trauma-informed care perspective
Physical Demands and Work Environment:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
ChildSavers services occur primarily in office-like settings including an ADA-compliant outpatient clinic and public-school settings as well as occasional community visits. The following physical requirements are in place for all staff:
- Desk Work: Much of the work of a Case Coordination Specialist involves tasks that require sitting at a desk using a computer and working with documents. This can include tasks like drafting correspondence as well as managing databases and spreadsheets.
- Computer Use: Case Coordination Specialists often spend a significant amount of time using computers which may involve typing using a mouse and looking at a screen for extended periods of time.
- Communication: Effective communication is a key aspect of a Case Coordination Specialists role. This involves both written communication (emails documents etc.) and verbal communication (phone calls intake meetings etc.). This may involve speaking on the phone or participating in meetings which could require talking for extended periods of time.
- Meetings and Presentations: Case Coordination Specialists might need to attend meetings workshops and trainings which could involve sitting or standing for extended periods of time and potentially engaging in public speaking.
- Travel: Depending on the organizations needs Case Coordination Specialists might be required to travel to meet with potential clients and/or family members or visit school sites. Travel-related physical demands could include walking standing and sitting for extended periods.
- Networking and Relationship Building: Building and maintaining relationships with potential clients family members and other stakeholders may involve attending trainings participating on committees and sitting in on clinical sessions. This could involve walking standing and engaging in conversations for extended periods of time.
- Physical Comfort: Ensuring a comfortable and ergonomic workspace is important to prevent discomfort or strain related to prolonged desk work and computer use.
ChildSavers is an Equal Opportunity Employer. All employees and applicants will be treated without regard to age sex color religion race national origin veteran status sexual orientation gender identification marital or familial status physical or mental disability legal source of income or any other status protected by law.
ChildSavers is a drug-free workplace.
Duration: 3 months
Required Experience:
Unclear Seniority
Employment Type
Full Time
Key Skills
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