The Case Manager (Level I) is responsible for working directly with CSH clients providing Applied Behavioral Analysis (ABA) therapy, conducting program management, and learning the Clinical Supervisor (CS) role, under the direct supervision of a Senior Clinical Supervisor Board Certified Behavior Analyst (BCBA) and Director level BCBA. The Case Manager will be responsible for the following duties:
- Case Management
- Clinical Oversight
- Supervision
- Parent Consultation
- Internal Communication
The Case Manager reports directly to their assigned BCBA/Clinical Supervisor, and Director.
Essential Job Functions, Duties, and Tasks
Administrative
- Remain HIPAA (The Health Insurance Portability and Accountability Act) compliant at all times ensuring all client files are protected including text messages, e-mails and phone conversations
- Render and lock schedule by due date
- Create schedule and update NPA Works (scheduling system) for the following week, but the end of each work week (must be updated prior to Monday morning)
- Respond to all emails and phone calls within 24 hours
- Provide a minimum 2-week notice for any vacation request for approval with appropriate paperwork
- Submit monthly source documentation, which is inclusive of supervisory notes, for every rendered billable session on NPA, by set due date
- Complete all assigned tasks on time (to be determined per assignment)
- Attend all Creative Solutions for Hope companywide trainings
Case Management
- Update Catalyst with goals, if applicable
- When starting new cases: discuss the details of the case with supervisor
- Overlap with therapist(s) as needed (minimum of two client overlaps per month)
- Monitors weekly and monthly requirements for assigned cases and ensures that staff completes these requirements and submit by the deadlines
- Demonstrates assertiveness when addressing concerns
- Fills in necessary hours to maximize every contract
Clinical
- Provides appropriate feedback to families
- Conducts 1:1 sessions, as needed or scheduled
- Address therapists concerns in a prompt manner
- Delegate tasks to therapists as needed
- Model appropriate strategies to therapists when overlapping
- Provide mentorship to therapists as needed
- Assertive in communication and problem solving with families/school
- Sets goals as necessary for therapists and follows up with goals from other supervisors
Consultation
- Provide ongoing parent consultation on a monthly basis (pending funding source requirements). This may include modeling a teaching strategy, review of data collected, review of current 1:1 and PC goals, behavior intervention plan, teaching of ABA principles, etc.
- Observation of the client in various settings and situations (as needed): school, after school program, speech therapy sessions, occupational therapy sessions, community outings, etc.
- Provide consultation regarding IEP issues and present levels as requested by caregiver(s)
Internal Communication
- Must respond to every communication attempt with both clients and internal staff (i.e., supervisors, office administrators, assigned BCBA mentors, directors), within 24 hours
- Communicate all policy/protocol related issues immediately to Human Resources department
- Communicate any Information and Technology (“IT”) issues that would hinder the ability to perform work duties
- Must be fluent in updated/current policies, adhere to those policies and ensure that knowledge of these policies are followed through
- Attainment of annual goals established between Case Manager and their assigned BCBA/Clinical Supervisor, and Director.
- Meet all essential job function requirements as described in the job description.
- Must maintain a minimum of a 40-hour work week, to include a minimum of 6 hours a day (a minimum of 6 hours must be billable to a client), during weekdays, Monday-Friday; and weekends as needed.
- The Case Manager must meet a MINIMUM of 30 client billable hours per week (25 hours comprised of Supervision and Parent Consultation and 5 hours of 1:1 therapy), to meet the total billable hours per month (total will vary based on number of working business days in the month). These hours are required to sustain the Case Manager position. Billable expectations are subject to change at the Director’s discretion.
- Must maintain an 70/30% breakdown for client billable hours (70% of client billable hours are spent directly with the client, and up to 30% may be spent indirectly, pending funding source requirements).
- Following successful completion of five (5) working days (the second week of employment), failure to maintain minimum requirements of the position will result in change in position and/or compensation status from a Case Manager to Senior Therapist position, at the Director’s discretion.
- The Case Manager must be available to commute to, and provide direct oversight in, their assigned region, for the duration and frequency specified by the Director.
- The Case Manager will enter the initial training phase of becoming a Clinical Supervisor. Case Manager (Level I) will be responsible for learning tasks/responsibilities outlined in the job description, under the direct supervision of a Clinical Supervisor.
- The Case Manager must be available to commute to the region’s physical office location, as needed, and to CSH headquarters (located in Costa Mesa) on an as-needed basis (e.g., quarterly supervisory/management meetings).
- Travel time is compensated between physical appointments only. The first drive to a physical appointment, and the last drive home, is not included.
- Clinical supervisor feedback through data collection of CMTEF (Case Manager Therapist Evaluation Form)