Case Manager – Day Program

Must have 99 ID Proof
Healthcare a Plus!!!!

Case Manager – Day Program
TeamPHCA**

Position Summary
The Case Manager supports individuals enrolled in TeamPHCA’s Day Program by ensuring high-quality service coordination, consistent communication, compliance with ODP standards, and accurate documentation. This role works directly with the Lead Program Specialist, Program Specialist, and administrative leadership to manage scheduling, billing inputs, check-ins, progress notes, and communication with families, Supports Coordinators (SCs), staff, and other stakeholders. The Case Manager is responsible for maintaining professionalism, strong follow-through, and ensuring that all client needs are addressed promptly and accurately.

Key Responsibilities
Client Coordination & Scheduling
Support the scheduling of day program services, community participation activities, transportation needs, and specialty appointments.

Collaborate with the Lead and Program Specialist to ensure schedules reflect client goals, ISP requirements, staffing ratios, and safety considerations.

Update calendars, staffing schedules, and attendance logs daily to ensure accuracy for billing and reporting.

Inbound & Outbound Communication
Answer and return calls professionally, providing timely updates to families, staff, SCs, and stakeholders.

Make outbound calls for check-ins, scheduling updates, appointment reminders, and follow-up requests.

Respond to emails promptly, using professional tone, accurate information, and proper documentation protocols.

Maintain communication logs and ensure all relevant parties receive appropriate updates.

Client Check-Ins & Ongoing Monitoring
Conduct weekly, biweekly, and monthly check-ins based on need, risk level, and internal workflow requirements.

Document all check-ins in the appropriate system ( ---------- , WellSky, IntakeQ, etc.) with accurate detail and follow-up actions.

Identify changes in client behavior, needs, or circumstances and elevate concerns to the Program Specialist or Lead immediately.

Support the development and updating of individual plans by providing relevant client insights.

Monthly Progress Notes & Reporting
Complete monthly progress notes reflecting ISP goals, attendance, participation, progress, barriers, and recommendations.

Submit all documentation by internal deadlines to ensure timely billing and compliance.

Review ISP goals and ensure monthly summaries align with service delivery and observed progress.

Assist in collecting data for quarterly or annual reviews, audits, and stakeholder reporting.

Compliance, Billing & Documentation
Ensure all documentation, communication logs, check-ins, progress notes, and reports meet compliance standards of ODP 6100/2380.

Support billing inputs by confirming attendance, ensuring schedules are accurate, and reporting discrepancies immediately.

Report i ---------- , call-outs, client concerns, or missing documentation according to internal protocol.

Maintain confidentiality and uphold all regulatory requirements and organizational policies.

Staff Call-Outs & Daily Operations
Receive call-outs from staff and follow the appropriate notification and documentation process.

Communicate staffing gaps to leadership and support the Lead or Program Specialist in adjusting the schedule.

Notify families, SCs, and internal tea ---------- mbers when staffing or scheduling changes affect service delivery.

Maintain calm, professional communication regardless of urgency or unexpected changes.

Stakeholder Communication
Interact professionally with Supports Coordinators, families, community partners, and other stakeholders.

Provide updates during meetings regarding client progress, scheduling issues, compliance needs, and service utilization.

Support stakeholder satisfaction by delivering accurate, timely, respectful communication.

Skills & Qualifications
Experience in case management, human services, day programs, or IDD support preferred.

Strong communication skills—written, verbal, and interpersonal.

Ability to manage multiple cases, tasks, and deadlines simultaneously.

Proficient with ---------- , Google Sheets, Google Workspace, or similar platforms.

Strong documentation, organization, and follow-up skills.

Professional demeanor, especially when interacting with families and SCs.

Understanding of ODP standards, ISP goals, and service documentation (preferred but not required).

Ability to remain composed and solution-oriented during crises, call-outs, or scheduling challenges.

Work Environment & Expectations
Maintain confidentiality and comply with 6100/2380 regulations at all times.

Report directly to the Lead and Program Specialist and collaborate closely with administrative leadership.

Demonstrate professionalism, punctuality, and consistency in communication and documentation.

Attend meetings and confidently report updates on caseloads, progress notes, follow-ups, and compliance status.

Support the day program’s mission to deliver person-centered, high-quality services to every individual



Pay is bi-weekly with our current pay period
Benefits

Competitive Monthly Salary
Pay includes health insurance
$100.00 - Quarterly Bonuses (When we reach our goals)
Annual Bonuses - Based on Company Profits
Employee of the month bonus (after 5 months and selection)
Supervisory Support
Paid Time Off (1) day off per month (after 5 months) Must put in a 2-week notice (Cannot Take off on Mondays or Fridays)
Room for advancement to take on leadership positions
Paid Rotating Holiday (Christmas or Thanksgiving) 1 day only
TeamPHCA Pays for your PayPal fees

*********************************************************
Schedule
8:00AM - 5:00PM Eastern Standard Time (1-hour lunch break) (Monday - Friday)

********************************************************
Interviews: We may request an immediate interview via Google Meets

Please arrive on time
Must have a camera on
You must be in an environment conducive to work with no children, music, family, or pet distractions
Your internet, computer, and microphone, keyboard must all be operable -Must have backup plan internet.

Kindly provide a resume, OLJ Profile link and a screenshot of your internet speed to ----------