Case Management Specialist

CASE MANAGEMENT SPECIALIST JOB DESCRIPTION
Refuge House, Inc.

Position Overview
The Case Management Specialist serves as the primary coordinator of services for children placed in foster care, ensuring comprehensive case management that promotes safety, permanency, and well-being. This position is responsible for implementing service plans, coordinating with multiple stakeholders, and maintaining compliance with all regulatory requirements while providing trauma-informed support to children and families.
Note: This position includes core case management responsibilities that apply to all children, plus specialized Service Package-specific functions that apply only when the Case Manager has children in their caseload requiring those specific services. Specialized training is provided before assignment of Service Package-specific responsibilities.

Primary Objectives

• (T3C) Provide case management services aligned with specific Service Package requirements
• Ensure timely and appropriate service delivery for all assigned children
• (TBRI) Implement trauma-informed approaches in all case management activities
• Maintain accurate and comprehensive case documentation
• (T3C) Support achievement of desired individual outcomes for each Service Package
• Foster positive relationships with children, families, and caregivers

CORE RESPONSIBILITIES (All Case Managers)

Direct Case Management

• (T3C) Maintain caseloads according to Service Package ratios:
• Basic Support Services: 1:20
• Short-Term Assessment: 1:12
• Mental & Behavioral Health: 1:15
• Treatment Foster Care: 1:6
• Other specialized services as assigned
• Conduct regular face-to-face visits with children per Minimum Standards
• (T3C) Complete ongoing CANS 3.0 assessments as required
• Develop and implement individualized service plans
• (TBRI) Apply trauma-informed interventions in all interactions

Service Coordination

• (T3C) Coordinate all services outlined in Service Package requirements
• Collaborate with Treatment Director and clinical team
• (T3C) Ensure cross-system coordination including:
• Medical and dental care
• Educational services
• Behavioral health services
• STAR Health benefits
• Schedule and facilitate service planning meetings
• (T3C) Coordinate with Aftercare Case Manager for transition planning

Foster Family Support

• Provide ongoing support and guidance to foster families
• (TBRI) Train caregivers in trauma-informed parenting strategies
• Address placement concerns and prevent disruptions
• Conduct home visits per regulatory requirements
• (T3C) Monitor foster home compliance with Service Package requirements

Documentation and Compliance

• Maintain comprehensive case records in compliance with:
• TAC §749 documentation requirements
• (T3C) Service Package specific documentation
• Contract requirements
• Complete all required reports timely and accurately
• (T3C) Document progress toward desired individual outcomes
• Ensure all consents and authorizations are current

Court and Legal Activities

• Prepare court reports as required
• Attend all court hearings for assigned children
• Collaborate with attorneys and CASA volunteers
• (T3C) Provide testimony regarding Service Package services
• Maintain chain of custody for legal documents

Basic Crisis Intervention (All Placements)

• Respond to placement emergencies and crises for assigned children
• (TBRI) Utilize trauma-informed de-escalation techniques
• Document all critical incidents thoroughly
• Coordinate with specialized staff as appropriate

Collaboration and Teamwork

• Participate in case staffings and team meetings
• (T3C) Collaborate with specialized staff (therapists, mentors, etc.)
• Communicate effectively with DFPS/SSCC caseworkers
• Support agency's Continuous Quality Improvement efforts
• (T3C) Contribute to outcome data collection and analysis

SERVICE PACKAGE-SPECIFIC RESPONSIBILITIES

The following specialized responsibilities apply ONLY when the Case Manager has children in their caseload requiring these specific Service Packages. Specialized training will be provided before assignment of these responsibilities.

A. CRISIS MANAGEMENT STAFF FUNCTION
(Applies ONLY to Case Managers with Mental & Behavioral Health OR IDD/Autism Service Package children)

When assigned children requiring Mental & Behavioral Health or IDD/Autism Spectrum Disorder Support Services, Case Managers serve in the Crisis Management Staff role for those specific children.

Required Training Before Assignment:

• Mental & Behavioral Health Crisis Response Enhancement (4 hours) - if applicable to caseload
• IDD/Autism Crisis Response Enhancement (4 hours) - if applicable to caseload
• Annual 8-hour refresher combining both enhancements

24/7 Crisis Response Availability:

• Participate in rotating on-call schedule for crisis response
• Respond to crisis calls within 15 minutes
• Provide on-site crisis response within 2 hours (Dallas County) or 3 hours (Bexar County) when needed
• Maintain 1:25 Crisis Management Staff to child ratio

Crisis Intervention Services:

• Provide telephone crisis consultation and support to foster families
• Deliver de-escalation coaching during behavioral or emotional crises
• Implement emergency behavior intervention per TAC §749.901
• Coordinate with emergency services (psychiatric, medical, law enforcement)
• Authorize emergency placement changes when necessary
• Complete comprehensive crisis incident documentation within 24 hours

Mental & Behavioral Health Specific Crisis Functions: (Only applies if Case Manager has Mental & Behavioral Health children)

• Recognize mental health crisis symptoms (suicidal ideation, psychosis, severe depression/anxiety)
• Conduct suicide risk assessments using agency protocols
• Coordinate psychiatric emergency room admissions
• Facilitate mobile crisis outreach team interventions
• Coordinate psychiatric hospitalizations when needed
• Develop and implement post-crisis safety plans

IDD/Autism Specific Crisis Functions: (Only applies if Case Manager has IDD/Autism children)

• Recognize autism-specific crisis patterns (sensory overload, communication breakdown, routine disruption)
• Implement sensory-based de-escalation strategies
• Use visual support systems during crisis situations
• Coordinate with developmental disability crisis services
• Manage medical emergencies related to co-occurring conditions (seizures, etc.)
• Adapt behavioral crisis management for developmental level

Quality Assurance for Crisis Management:

• Participate in monthly crisis incident reviews
• Provide crisis response data for Program Director analysis
• Complete quarterly crisis management competency assessments
• Contribute to crisis protocol refinement

B. MENTAL & BEHAVIORAL HEALTH SERVICE COORDINATION
(Applies ONLY to Case Managers with Mental & Behavioral Health Service Package children)

Required Training Before Assignment:

• Mental & Behavioral Health treatment model training
• CANS 3.0 assessment training (enhanced for mental health)
• 90-day service plan review protocols
• STAR Health/HHSC Behavioral Health coordination procedures

Service Planning & Coordination:

• Complete CANS 3.0 assessments every 90 days for children over age 3
• Conduct service plan reviews minimum every 90 days
• Coordinate licensed therapy services (minimum 1:14 therapist ratio maintained)
• Track therapy frequency and attendance
• Address service authorization denials within 3 business days
• Notify SSCC/DFPS and Regional Well-being Specialist of service barriers

Clinical Collaboration:

• Participate in quarterly Program Director/Treatment Director case reviews
• Implement Continued Stay Guidelines
• Submit written confirmation of continued appropriateness (within 15 business days to SSCC/DFPS)
• Collaborate with Licensed Therapists on treatment progress
• Coordinate with Behavioral Support Specialists/Mentors

Foster Parent Support:

• Provide specialized training on trauma and mental health symptoms
• Support therapeutic parenting strategies
• Guide foster parents on medication management
• Facilitate foster parent participation in therapy
• Train foster parents on crisis prevention and home response
• Support behavioral observation and documentation

Documentation:

• Mental health-specific progress notes
• Therapy coordination records
• Medication monitoring logs
• Crisis prevention plans
• Treatment progress documentation

C. IDD/AUTISM SPECTRUM DISORDER SERVICE COORDINATION
(Applies ONLY to Case Managers with IDD/Autism Service Package children)

Required Training Before Assignment:

• IDD/Autism enhanced treatment model training
• CANS 3.0 assessment training (with developmental considerations)
• 90-day service plan review protocols
• Educational system navigation and IEP/504 support
• RN care plan coordination

Service Planning & Coordination:

• Complete CANS 3.0 assessments every 90 days with developmental adaptations
• Conduct service plan reviews minimum every 90 days
• Coordinate licensed therapy services with IDD/Autism specialization (1:12 ratio maintained)
• Coordinate with Registered Nurse for medical consultation and care plans
• Ensure educational services coordination (IEP/504 plans, special education)
• Track developmental progress and adaptive functioning

Clinical Collaboration:

• Participate in quarterly Program Director/Treatment Director case reviews
• Implement Continued Stay Guidelines
• Submit written confirmation of continued appropriateness (within 15 business days to SSCC/DFPS)
• Collaborate with Licensed Therapists specializing in developmental disabilities
• Coordinate with Behavioral Support Specialists/Mentors trained in IDD/Autism strategies
• Consult with RN on medical needs and care planning

Foster Parent Support:

• Provide comprehensive training on IDD/Autism characteristics and support strategies
• Train on communication systems (AAC, visual schedules, etc.)
• Guide sensory regulation and environmental adaptations
• Support medical care management for complex health needs
• Facilitate school advocacy and IEP/504 participation
• Train on developmental milestone expectations

Specialized Coordination:

• School system navigation and special education advocacy
• Developmental services coordination (Early Childhood Intervention, etc.)
• Medical specialists coordination (neurologists, developmental pediatricians)
• Assistive technology and adaptive equipment
• Community inclusion and recreational programs
• Transition planning for aging out youth with developmental disabilities

Documentation:

• Developmental progress notes
• IEP/504 coordination records
• RN consultation logs
• Sensory and behavioral support plans
• Medical care coordination documentation
• Adaptive equipment and assistive technology records

D. SPECIALIZED POPULATION SUPPORT (As Assigned)
(Applies ONLY when Case Manager has children requiring these specific supports)

Pregnant & Parenting Youth Support: (Only when assigned pregnant or parenting youth)

• Coordinate prenatal and postpartum care
• Support parenting education and infant care
• Facilitate childcare arrangements for school attendance
• Coordinate with Maternal Child Health services

Kinship Caregiver Support: (Only when working with kinship placements)

• Navigate kinship-specific verification processes
• Facilitate relative caregiver benefits and supports
• Provide kinship-specific training and resources
• Support permanency with kinship caregivers

Transition Support Services: (Only when assigned youth 14+ approaching adulthood)

• Coordinate Extended Foster Care planning
• Facilitate independent living skills development
• Support education, employment, and housing planning
• Connect youth with community resources for transition

QUALIFICATIONS
Required Education and Experience

• Bachelor's degree in social work, psychology, or related human services field
• Minimum 1 year experience in child welfare or related field
• (T3C) Knowledge of Service Package requirements and expectations

Required Knowledge and Skills

• Understanding of child development and trauma impacts
• (TBRI) Knowledge of trauma-informed care principles
• Strong assessment and case planning skills
• Excellent written and verbal communication
• (T3C) Ability to manage varying caseload complexities
• Computer proficiency for documentation systems
• Crisis intervention and de-escalation skills

Preferred Qualifications

• Master's degree in social work or related field
• (T3C) Experience with specific Service Packages
• Bilingual capabilities (Spanish/English)
• Experience with CANS assessment tool
• Background in mental health, developmental disabilities, or specialized populations

ADDITIONAL REQUIREMENTS
Core Requirements (All Case Managers)

• (T3C) Must be an actual employee (this function cannot be contracted)
• Complete all required training including:
• (TBRI) Trust-Based Relational Intervention within 90 days
• (T3C) Service Package specific training (as applicable to caseload)
• Minimum Standards required training (including Trauma-Informed Care and Human Trafficking)
• CPR and First Aid certification
• Pass comprehensive background checks and drug screening
• Maintain valid driver's license and automobile insurance
• Ability to be on-call for emergencies on rotating basis
• (T3C) Complete training in agency's Evidence-informed Treatment Model

Service Package-Specific Training Requirements

Training will be provided before assignment of Service Package-specific responsibilities:

For Mental & Behavioral Health assignments:

• Mental & Behavioral Health Crisis Response Enhancement (4 hours)
• Mental health treatment model training
• Enhanced CANS training for mental health
• Psychiatric emergency protocols

For IDD/Autism assignments:

• IDD/Autism Crisis Response Enhancement (4 hours)
• Developmental disabilities treatment model training
• Enhanced CANS training for developmental considerations
• RN coordination protocols
• Educational advocacy training

Annual Requirements:

• 8-hour crisis management refresher (if applicable)
• Service Package-specific continuing education
• Competency assessments for specialized functions

Physical Requirements

• Ability to travel extensively to foster homes, schools, courts
• Capable of transporting children safely
• Ability to lift up to 50 pounds (car seats, child equipment)
• Mental and emotional resilience for challenging situations
• Physical capability for crisis response (if assigned Crisis Management function)

Working Conditions

• Combination of office and field work
• Regular travel throughout service area
• Some evening and weekend work required
• Exposure to crisis situations
• Fast-paced environment with statutory deadlines
• (If assigned Crisis Management function): 24/7 on-call availability on rotating schedule with response within established timeframes

SUPERVISION AND SUPPORT
Direct Supervision

• Regular supervision from Program Director
• Access to Treatment Director for clinical consultation (when assigned specialized Service Packages)
• Weekly individual supervision for complex cases
• Participation in team case staffings

Specialized Support (When Applicable)

• Weekly crisis management supervision (if serving Crisis Management function)
• Monthly Service Package-specific consultation
• Peer support groups
• 24/7 backup coverage for crisis situations
• Access to specialized training and resources

COMPENSATION AND BENEFITS

Compensation commensurate with education, experience, and Service Package assignments. Additional considerations for:

• Crisis Management on-call responsibilities
• Specialized Service Package expertise
• Advanced credentials and training

This job description reflects the flexible, specialized nature of case management within the T3C service delivery model. Responsibilities will be tailored to individual caseload composition, with appropriate training and support provided for all specialized functions.

Job Type: Full-time

Pay: From $47,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Mileage reimbursement
• Paid time off
• Retirement plan

Application Question(s):

• How many years of experience do you have in the social work field?
• This position requires working on-site in our San Antonio office. Are you able to commit to working in-office each week?

Work Location: In person