Waiver Case Manager

Job Description

Job Description

Benefits :

• Company parties
• Competitive salary
• Opportunity for advancement
• Paid time off

Job Description

Title : Waiver Case Manager

Overview

The Case Manager is responsible for providing comprehensive case management services to a diverse client population, ensuring compliance with applicable State and Federal guidelines. This role requires proactive communication, client advocacy, and the ability to manage and monitor client caseloads while maintaining timely documentation. The Case Manager will ensure client needs are met by developing individualized plans, facilitating services, and offering support for clients' overall well-being.

Key Responsibilities

A. Personnel Management

Submit expense and reimbursement reports in accordance with the organizations policy and within the designated timelines.

Attend all scheduled in-service training sessions and team meetings. If unable to attend, review meeting minutes within one week of the meeting.

Submit a current insurance binder to the Human Resources department before its expiration.

B. Service Provision

Interview prospective clients during intake and review their disability status to ensure eligibility for services.

Conduct client assessments, collect social histories, and gather necessary diagnostic information for case files.

Contact clients and / or their legal representatives within five business days of case assignment. Arrange a face-to-face meeting within ten business days of the assignment.

Obtain and maintain updated Consent for the Release of Confidential Information, renewing every six months.

Provide clients with a Notice of Privacy Practices during the first face-to-face meeting and annually thereafter.

Provide the Ramsey County Grievance form to clients during the first meeting and at six-month intervals, keeping documentation of each instance.

Maintain open, respectful, and professional communication with clients, families, providers, county representatives, and other stakeholders.

Participate in or facilitate Interdisciplinary Team (IDT) meetings, rescheduling if necessary, and ensure a substitute Case Manager attends if unable to attend personally.

Assist clients and their IDT in identifying emotional, physical, and cultural needs and developing an intervention plan.

Act as an advocate for clients, ensuring their rights are respected and facilitating critical decision-making processes.

Assist clients in identifying and accessing necessary services (medical, educational, social, etc.), including waivered services when applicable.

Guide clients in determining eligibility for financial assistance and other social services.

Regularly monitor and evaluate the effectiveness of services provided to clients.

Document all activities on behalf of the client in case progress notes, ensuring all follow-up activities are reflected.

Provide referrals to additional services as needed and assist clients in completing necessary applications.

Review and maintain accurate documentation of all relevant client records (e.g., social security, county forms, bank statements).

Review received documents within the stipulated timelines, ensuring necessary follow-up and documentation in the case file.

Monitor phone messages daily, returning calls within three business days. Change voicemail greeting when out of the office.

Review emails daily, prioritizing urgent responses on the same day, and responding to non-urgent messages within three business days.

C. Billing and Documentation

Accurately track billable and non-billable time for each client.

Review and monitor client hour budgets monthly, alerting the supervisor to any concerns.

Submit necessary forms for client admissions, discharges, or status changes to the supervisor, billing department, and case aid.

Maintain daily task trackers and ensure they reflect the minimum 34 work hours requirement.

D. Training and Professional Development

Complete required training hours as stipulated by the organization, ensuring eligibility for licensure and professional development.

Participate in mandatory annual training, documenting and submitting training logs to the supervisor quarterly.

Seek out and attend relevant training, consultations, and workshops that address the needs of assigned clients.

Research available resources to support client needs and consult with the supervisor on complex cases.

E. General Responsibilities

Attend county meetings as requested.

Participate in MNCCS case consultation meetings on a monthly basis.

Meet weekly with the supervisor for one-on-one supervision.

Ensure client files are well-organized and up-to-date per company policy.

Provide casebooks to MNCCS auditors upon request and follow up as needed.

Complete any other assignments as directed by the supervisor.

Specific Demands

Must possess a valid drivers license and meet MNCCSs insurance requirements.

Inability to maintain driving qualifications may result in reassignment to a non-driving position, if available.

Qualifications

Minimum two years of full-time professional experience in the education or treatment of vulnerable populations.

Valid drivers license and reliable transportation required for job duties.

Hiring Status : Case Manager :

Educational Requirements : 4-year degree in human services, psychology, sociology, social work, or a related field.

Experience Requirements : Less than two years of full-time professional social services experience post-degree.

Senior Case Manager :

Educational Requirements : 4-year degree in human services, psychology, sociology, social work, or a related field.

Experience Requirements : 1 year of waiver case management experience or 3 years of full-time case management / social services experience, or other qualifying credentials.

Lead Case Manager :

Educational Requirements : 4-year degree in human services, psychology, sociology, social work, or a related field.

Experience Requirements : 1 year or more in waiver case management, or 3 years of full-time case management / social services experience.

Promotion Status :

Senior Case Manager :

Eligibility for promotion requires a minimum of 6 months of waiver case management experience and consistent performance in billing goals and caseload management.

Demonstrated initiative and creativity in case management, training, and process improvements.

Lead Case Manager :

Requires at least 6 months of waiver case management experience, consistent billing performance, and demonstrated leadership in training, coaching, and process improvement.

Lead Case Managers will be responsible for mentoring, onboarding, and training new case managers and managing their caseload.

Supervised by : Program Manager

This revised job description incorporates specific case manager responsibilities, aligning expectations with both administrative duties and client-focused tasks.