SF PEN Case Manager

Department: Clinical

Job Description Summary

The Case Manager (Level I) is responsible for working directly with Creative Solutions for Hope (CSH) clients by providing Applied Behavioral Analysis (ABA) therapy, conducting program management, parent consultation, and onboarding and training new behavior therapists to cases. Case Manager's will learn and be supervised under a hierarchy of various managers ranging from the Clinical Supervisor (CS), Senior Clinical Supervisor Board Certified Behavior Analyst (BCBA) and Director level BCBA. The Case Manager will be responsible for the following duties:

• Administration
• Case Management
• Clinical Oversight
• Supervision
• Parent Consultation
• Report Writing
• Assessments
• Internal Communication

Reporting Relationship

The Case Manager reports directly to their assigned BCBA/Clinical Supervisor, Senior Clinical Supervisor, or Director.

Education and Professional Certifications

• Must have a minimum of a Bachelor's Level degree and/or is enrolled/enrolling in a master's level program (or higher)
• Once BCBA coursework is started, a minimum of 600 hours must be accrued towards BCBA supervision within a 6-month time period
• CPR or BLS certification required (must be current)

Mandatory Job Requirements

• Must be computer literate in:Microsoft Office, including:
• Word
• Excel
• PowerPoint
• Catalyst (electronic data collection system)
• Must have a minimum of 2 years working with children diagnosed with Autism or other related developmental disorders 
• Able to work weekends as needed/required by the company
• Must complete on-going training to support job competency

Preferred Job Requirements

Scheduled to sit for the BCBA exam within 3 months from completion of BCBA supervision hours.

Physical Job Requirements: 

Physical Demands: Must be able to lift up to 35 pounds. Primary functions require sufficient physical ability and mobility to work in an outside and office setting; to stand or sit for prolonged periods of time; to occasionally bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including the use of electronic devices; and to verbally communicate to exchange information. Visual acuity is necessary for reading and interpreting data, observing client behavior, and ensuring a safe environment. The role requires continuous verbal interaction and auditory communication with clients, which is essential for delivering the therapy effectively. Safety awareness and adherence to established protocols are critical to maintain a secure and hazard-free workspace.

• Body positions: sitting, standing, and kneeling
• Body movements: walking, running, bending, twisting, writing, lifting (up to 25 pounds)
• Body senses: the ability to see, hear, and speak articulately are required
• Intellectual abilities: the ability to understand and follow written and verbal instructions. The ability to provide clear and concise written and verbal instructions to subordinates.

Working Conditions

Employees may be working in the following settings: an office, the community setting, in schools, and/or in client homes.

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, by the end of each work week (must be updated prior to Monday morning)
• Respond to all emails and phone calls within 24 business hours 
• Provide a minimum of a 2-week notice for any vacation request for approval with appropriate paperwork
• Submit weekly 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 (the electronic data collection system) with all client goals, aligning with the current progress report, to include any new goals added or revised
• 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)
• Monitor 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

• Provide appropriate feedback to families
• Conduct 1:1 sessions, as approved
• 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 (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) and approved by supervisors and ensure coordination of care across service deliveries

Report Writing

• Complete progress reports by assigned due dates (per funding source requirements)
• Update the progress with baseline, previous and current data, complete summary and recommendations with minimal errors
• Submit reports by due date
• Complete all revisions needed by assigned due dates (to be set forth by overseeing BCBA/Clinical Supervisor)

Assessments

• Perform assessments under the oversight of an assigned BCBA/Clinical Supervisor, Senior Clinical Supervisor, or director (pending funding source requirements)
• Work with families to arrange observation dates
• Conduct assessment tools (e.g., the Adaptive Behavior Assessment System (ABAS), etc.) and developmental needs of clients
• Take clear, concise and relevant notes on observations of behavior, caregiver and interview process
• Write goals following each funding sources and/or intended submittal source requirements (e.g., Regional Center goals, school district goals, private program goals, parent goals, etc.)
• Administer tests, surveys and other informal assessment tools
• Clearly summarize the results of the conducted assessment and all components: mediator analysis, functional analysis, goals, observations
• Respond to all assessment correspondences within 24 business hours (e.g., phone call from school principal to arrange school observation, etc.)
• Submit first drafts of completed assessment to the BCBA/Clinical Supervisor prior to due date (2-weeks) for revisions
• Must meet all deadlines associated with assessment submittal
• Conducts assessments for new or current clients

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 business 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 is followed through

Measures of Performance

• Attainment of annual goals established between Case Manager and their assigned BCBA/Clinical Supervisor, and/or Director.
• Meet all essential job function requirements as described in the job description.
• Must maintain 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.
• Must not exceed more than 5 non billable hours weekly, unless otherwise assigned, or approved.
• The Case Manager must meet a MINIMUM of 30 client billable hours per week, to meet the minimal of 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 level 1 to Senior Therapist position, at the Director's discretion.
• The Case Manager (Level 1) must be available to commute to, and provide direct oversight in, the San Francisco Region, for the duration and frequency specified by the Director.
• 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 CMEF (Case Manager Evaluation Form)

CSH provides equal employment opportunity to qualified persons regardless of: race, color, sex, religion, national origin, age, sexual orientation, gender identity, disability, veteran status, or other categories protected by law.