Integrated Case Manager

The Recovery Village • Groveport, OH

20h • $23 - $25 • Onsite

About The Position

Advanced Recovery Systems is an integrated behavioral healthcare management company focused on treating addiction, substance abuse, and mental health concerns through evidence-based care. The Integrated Case Manager (ICM) provides comprehensive, patient-centered services throughout each assigned patient’s treatment episode and is accountable for the complete integrated case management workflow. This includes financial counseling, insurance and patient financial responsibility, discharge planning, aftercare coordination, employment and leave-related support, resource coordination, and continuity-of-care activities. Responsibilities are integrated rather than divided into financial and traditional case management assignments.

The ICM assesses and addresses patient needs and barriers, creates and updates individualized Case Management Discharge Plans, educates patients about coverage and financial obligations, and supports insurance and payment processes. The role coordinates discharge and aftercare services, warm handoffs, follow-up appointments, referrals, employment-related leave requests, and required documentation. The ICM also participates in treatment-team and operational meetings, collaborates with internal departments and external providers, escalates barriers as needed, and maintains confidentiality and compliance with applicable requirements.

Requirements

• Minimum high school diploma.
• Two years of clinical experience in the medical and/or behavioral healthcare field.

Nice To Haves

• Bachelor’s degree in a health-related field preferred.

Responsibilities

• Meet assigned patients within established timeframes, complete initial contact, and manage the integrated case management workflow throughout the treatment episode.
• Complete case management and discharge-needs assessments; identify financial, insurance, discharge, aftercare, employment, legal, and other barriers; develop an individualized Case Management Discharge Plan (CMDP); and review and update it at least weekly or when needs change.
• Educate patients and responsible parties about insurance benefits, patient financial responsibility, billing expectations, and payment options.
• Review and validate insurance coverage and patient financial responsibility using approved systems, payer portals, Revenue Cycle resources, and direct payer communication as needed.
• Monitor coverage during treatment and address coverage changes, lapses, coordination-of-benefits issues, and financial barriers that could affect treatment or continuity of care.
• Collect applicable private-pay fees, copays, deductibles, and other patient responsibility, and establish approved payment arrangements in accordance with organizational policy.
• Maintain accurate, timely financial documentation in Avatar, including CEFE information, guarantor order, collections, payments, payment arrangements, financial counseling, and patient or responsible-party communications.
• Conduct discharge and aftercare planning, review plans with patients, coordinate warm handoffs, confirm applicable follow-up appointments before discharge, obtain patient feedback, and document final plans in Avatar.
• Coordinate services with behavioral health, substance use disorder, medical, psychiatric, MAT, outpatient, and other providers as appropriate.
• Collaborate with Business Development, referents, payors, outpatient services, and community providers, and document required communications in approved systems such as Avatar and Salesforce.
• Coordinate administrative components of FMLA, short-term disability, state-paid leave, and return-to-work requests, including intake, tracking, patient communication, non-medical sections, and timely routing.
• Coordinate medical certification and clinical documentation with the Patient Services Coordinator and appropriate provider; do not complete medical sections outside the position's scope.
• Ensure aftercare plans, CMDP documentation, discharge folders, referrals, appointments, required letters, and patient resources are complete, accurate, and ready for patients.
• Participate in treatment-team meetings and communicate relevant financial, discharge, aftercare, and patient-barrier information needed for treatment planning and continuity of care.
• Coordinate with other Integrated Case Managers regarding meeting attendance, patient intakes, workload distribution, coverage, daily huddles, and handoffs.
• Collaborate with Revenue Cycle Management, Admissions, Utilization Review, Clinical Leadership, and other departments to resolve financial, insurance, discharge, or continuity-of-care barriers.
• Meet established integrated performance expectations for patient contact, CMDP follow-up, financial counseling and collections, leave-related requests, appointment coordination, warm handoffs, aftercare completion, and timely documentation; proactively address outstanding needs.
• Escalate significant financial, coverage, discharge, documentation, patient-care, or workflow barriers to appropriate leadership when they are beyond the position's scope.
• Maintain competency in Integrated Case Management responsibilities through required education, cross-training, and ongoing professional development.
• Develop and maintain proficiency in Heather AI and other approved documentation systems, entering information accurately and promptly into the electronic medical record.
• Support patient de-escalation using approved techniques and maintain professional boundaries.
• Communicate significant patient developments, risks, barriers, and operational concerns promptly to the appropriate supervisor or treatment-team member.
• Attend required treatment-team, case management, operational, and individual check-in meetings.
• Accept and incorporate supervisory feedback and adapt to changing workflow, patient, and site needs.
• Track and support quality and performance expectations established by leadership.
• Maintain confidentiality and comply with HIPAA, state, federal, accreditation, and organizational requirements.
• Perform other duties assigned to support patient care and organizational operations.

Benefits

• Benefits begin on the first day of the month following the date of hire.
• Vacation: two weeks in year one, increasing with tenure.
• Seven paid holidays per year.
• Paid sick leave accrued at one hour for every 40 hours worked, consistent with Washington law.
• 401(k) with a company match of 50% on the first 4% of eligible pay.
• Health, vision, dental, and life insurance, plus telemedicine access and visits at no cost to the employee.
• Company HSA contribution of up to $1,500 per year.
• Employee referral bonus of up to $4,000.
• Travel Concierge, LifeMart employee discounts, Health Advocate, and EAP programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED