Case Coordination Specialist

ChildSavers•Richmond, VA

3d•Hybrid

About The Position

At ChildSavers, we believe that every child deserves a strong start and a hopeful future. As Richmond’s oldest nonprofit dedicated exclusively to children’s mental health and trauma recovery, we provide access to equitable, trauma-informed therapy and prevention services that build resilience and support lifelong well-being. Our team is composed of mission-driven professionals who work every day to empower children and strengthen families throughout Central Virginia. By joining ChildSavers, you’ll become part of a compassionate, collaborative organization that values diversity, promotes continuous learning, and is committed to making a meaningful impact in our community. We are seeking a full-time Case Coordination Specialist. The incumbent in this role will perform a variety of responsibilities related to the coordination of clinical case assessments and 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. Ongoing focus will be placed upon learning effective casework theories and skills from our team of highly experienced professionals in the field.

Requirements

Associate’s degree (or equivalent; human services field of study preferred) with history of professional experience working with children from a trauma-informed care perspective.

Nice To Haves

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
The ability to speak Spanish in addition to English

Responsibilities

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.
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.
Gathering information about the client’s needs, symptoms, appointment preferences and any insurance or financial considerations.
Reviewing clinician availability, specialization (e.g., trauma, family therapy), and caseload capacity.
Assigning the case to a suitable clinician and setting up the initial appointment.
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 necessary paperwork using the designated digital platforms and communication tools in preparation 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 client’s 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.
Complete calls to gauge status of continued interest in services, provide resources (Intensive In-Home Services, Targeted Day Treatment, transportation/housing needs).
Send outreach/closing letters and remove from waiting list/track in EHR if no response after three attempts at outreach.
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.

Benefits

health insurance
dental insurance
vision insurance
health savings account
employer-paid EAP support services
public service loan forgiveness (PSLF) assistance support service (free-of-charge)
retirement plan with tenure-based contribution incentives
employer-paid short and long term disability insurances
group term life insurance
paid time off
15 paid holidays annually