Case Coordinator

SUNSHINE SCHOOL & DEVELOPMENT CENTER

JOB DESCRIPTION

Job Title: Case Coordinator

Classification: Full-time, Permanent, Non-Exempt

Department: Finance

Reports to: Finance Manager

Designation: Non-safety Sensitive

Job Summary

The Case Coordinator is vital in supporting children and families who receive services at Sunshine School. This position is responsible for overseeing a caseload and ensuring that each child’s Individual Treatment Plan is carried out across departments and programs. The Case Coordinator is instrumental in connecting families with their child’s Sunshine team and ensuring deadlines are met according to regulatory agencies. Internal and external interactions will require this staff to demonstrate professionalism, a respect for confidentiality and a commitment to the agency's mission.

Essential Duties and Responsibilities:

1. Client File Management

a. Maintain up-to-date and accurate client files year-round, ensuring compliance with Medicaid guidelines and organizational standards.

b. Monitor and track expiration dates for evaluations and scripts.

c. Request updated scripts from providers well in advance to avoid service disruptions.

d. Maintains confidentiality regarding child records and business.

e. Stay informed about changes in Medicaid, TEFRA, PASSE, and other assistance programs to provide accurate and up-to-date guidance.

f. Communicate with appropriate staff promptly when one of the above records is needed.

g. Maintain records for 7 years after a child is discharged from a program.

2. Enrollment and Programming

a. Schedule and attend all enrollment meetings to ensure all necessary forms are completed and signed by families.

b. Request necessary scripts.

c. Verify child’s Medicaid and private insurance status; follow up on application status if it is still pending, inactive, or if the Medicaid status has changed.

d. Communicate with other departments about updates or changes to client information or documentation.

e. Update client information in software systems accurately and in a timely manner.

3. Internal Collaboration

a. Collaborate with other departments to address client needs, share updates, and support the delivery of coordinated services.

b. Participate in team meetings to provide updates on caseloads and discuss any challenges or improvements needed.

c. Ensure all record requests are submitted prior to their deadline

d. Notify the Finance Manager of any changes in a client’s file that may impact billing

e. Assist families with health care coverage and resolving any issues. Provide clear deadlines and refer to Family Support Coordinator for further assistance.

4. External Collaboration

a. Engage with families via phone, in person or Brightwheel to coordinate conferences and meetings for children on caseload and notify Sunshine staff of meetings or conferences.

b. Connect with appropriate community partners to promote continuity of services (e.g., Co-op)

5. Interpretation/Translation

a. Provide accurate and timely oral and written translation services for all aspects of the admission process, including enrollment, orientation, and follow-up communication.

b. Assist with ongoing interpretation for therapy and family trainings.

Other Duties and Responsibilities:

1. Preschool Classroom and front desk coverage (e.g., breaks).

2. Help intake with Spanish speaking families.

3. Participate in required training.

4. Other duties assigned to support the mission of the agency.

This job description and the enumerated Essential Duties and Responsibilities are intended to provide general guidance for job expectations and the employee’s ability to perform the position described. This is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and tasks may be assigned by the incumbent’s supervisor, or the agency as deemed appropriate.

Qualifications:

1. Must be 18 years of age or older.

2. Educational requirements – minimum, high school diploma or GED.

3. Bilingual in Spanish and English, preferred.

4. Two years of experience as administrative assistant/coordinator preferred.

5. Proficient word processing skills and intermediate spreadsheet and database skills.

6. Background clearance from the Child and Adult Abuse and Maltreatment Central Registry and Arkansas State Police criminal background check.

7. Meet agency’s drug screening requirements.

8. Physical requirements while performing the duties of this position include:

Operate computer, copy machine, printer, and other office equipment repeatedly throughout the day. Remain stationary for extended periods of time. Regularly required to talk, hear, and communicate information effectively and accurately to varied individuals and groups. The employee frequently is required to use hands or fingers; handle or feel objects, tools, or controls. The employee is required to stand, walk, sit, and reach with hands and arms. Occasionally lift or move 40 lbs. Specific vision abilities required by this position include close vision, distant vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Desired Abilities and Attributes:

1. Professional office manner and appearance.

2. Comprehend and apply the principles of confidentiality.

3. Ability to problem solve and act with independent discretion.

4. Self-motivated and customer oriented.

5. Excellent organization and communication skills.

6. Able to multitask and prioritize various project assignments and take direction from a variety of individuals.

Days/Hours: This position is based on the annual in-center staff calendar. Monday – Friday, 8 hours per day to be scheduled between the hours of 7:30 a.m. and 5:30 p.m., as agreed upon with the program director. Additional hours/days may be required to meet the needs of the agency.

This job description does not represent a contract of employment and is not meant to alter the at-will status of an employee’s employment in any way. It is subject to change at any time, without prior notice, as needed to support the agency mission.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $18 - $20