Case Aide

POSITION DESCRIPTION

The Care Management Aide will provide office and care management support to the Care Management Team and liaise with CCMC Administrative Staff. Position is responsible for providing effective, efficient, and courteous interaction between program participants, Care Management Team, program vendors and others. They will perform quality control and ensure the highest level of accuracy and efficiency in all details relating to participants, their files, and program requirements. Provides office and telephone reception. Performs other related duties as required.

EDUCATION & EXPERIENCE

Two years minimum clerical/administrative/reception duties. Experience working with the public in private business, or directly with clients in a health/social services program. Past experience in work requiring attention to detail, such as quality control or processing statistical data, is essential. High school graduate with courses in business/administrative skills. College courses in health/social sciences preferred. Knowledge of medical terminology highly desirable.

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES

· Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.

· Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to use a calculator a must.

· Ability to cultivate and maintain cohesive working relationships with coworkers and supervisors.

· Work well in group problem solving situations. Willing to step out of traditional daily tasks in order to help the group succeed.

· Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.

· Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.

· Type minimum 35 words per minute with high accuracy.

· Excellent computer skills. Basic understanding and familiarity with Microsoft Word and Excel. Experience with relational databases and data entry desired.

· Knowledge of office practices and procedures, including office reception.

· Ability to manage time and tasks in order to meet strict deadlines while maintaining quality of work.

· Ability to organize, establish priorities, compile statistical data, and perform quality control.

· Ability to organize record keeping systems.

· Ability to work without immediate supervision and ability to maintain strict confidentiality.

· Ability to manage time and tasks in order to meet strict deadlines while maintaining quality of work. Able to prioritize tasks based on time-sensitivity in order to meet deadlines.

· Knowledge of office practices and procedures, including office reception.

ROLES & RESPONSIBILITIES

· Answer the phone, relay messages, and occasionally schedule appointments or (if requested) call to cancel appointments for Care Managers.

· Perform monthly contacts, home visits, and deliver items to clients’ homes as needed/assigned.

· Document all participant contact (including monthly contact calls, call attempts, voicemails left, etc.) and any paperwork sent to participants, or returned from participants, in progress notes within 24 hours.

· Document all Critical Incident Reports (CIRs) in progress notes and submit CIR form to supervisor within 24 hours of participant reporting event/incident.

· Make purchases for participants under supervision and approval of Care Manager. Complete all work orders and expenditure reports within 24 hours of purchase and give to Supervising Care Manager for signature.

· Assess participant charts and Care Managers’ paperwork for accuracy and content as well as implementing program policies and procedures to ensure on-going compliance of requirements established by the CDA.

· Update participant information, including contact information, demographics, documentation, and assessments into Filemaker and EZ Data databases.

· Prepare, process, and report on potential participant’s Inquiry/Referral forms. Gather information as assigned for a Pre-Screen. Report anyone that passes the Pre-Screen and are to be added to the waiting list to the Supervising Care Manager within 24 hours.

· Establish and monitor participant eligibility for MSSP services. Run Medi-Cal eligibility as requested.

· Advise participant’s physician of acceptance into MSSP. Request participant medical records from hospitals as requested by Care Manager or Nurse. Request ONS prescriptions from participant’s PCP as requested by Care Manager.

· Prepare Screen packets, initial assessment packets, and welcome packets as needed and in a timely manner. Monitor MSSP Enrollment Checklist and notify Supervisor if anything is missing.

· Prepare reassessment packets for Care Managers for the current month’s scheduled reassessments by the 1st of each month.

· Quality control participant assessments and reassessments. Ensure they are complete and processed correctly according to the MSSP manual and office procedures.

· Act as participant/vendor point of contact for transportation and other miscellaneous client needs.

· Assist Supervisor/Program Director with Utilization Reviews, data management, and contract reports.

· Send Termination Letters, Notice of Action and “Right to Appeal” procedures to terminated and ineligible participants, as appropriate. Document in progress note of date sent.

· Send welcome packet, application, AUDPHIs, and Care Plans to participants. Document in Progress Notes when sent and when received. Notify Care Manager of any outstanding unsigned documents that have not returned in a timely manner.

· Send waitlist letters to potential participants as requested by Supervisor.

· Send greeting, sympathy, birthday cards, etc. to clients as appropriate.

· Update key dates for participants no later than 2 business days before the end of each month.

· Complete end of month reports including active participant list, monthly gains and losses report, and key dates. Submit by the 1st of the following month to Fiscal, Care Managers, and Supervising Care Manager.

· Submit all required paperwork to terminate/enroll a participant to Fiscal in a timely manner.

· Print and file progress notes by the 15th of each month for the month prior.

· Review and edit co-worker's progress notes as assigned and within timeframe. Complete all appropriate suggested edits to own notes before 10th of each month for the month prior.

· File paperwork in client charts on a weekly basis.

· Monitor and request any needed office supplies from Supervisor to order on or around the 15th of each month.

· The duties of this position include, but are not limited to the above responsibilities. This job description is not permanent and serves as a guideline that can normally be expected to change when appropriate.

· From time to time, employees are asked to perform duties and handle responsibilities that are not in their job descriptions. If, over the months, the new duties and responsibilities remain a significant part of the assignment, the job description is changed.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform these functions provided those accommodations pose no danger or threat to the employee, staff, clients, vendors, etc, or create undue hardship for the agency or its staff.

While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations, and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to sit for long periods of time, reach with hands and arms, talk and hear. Ability to operate a motor vehicle in order to visit other sites, and run errands.

WORK ENVIRONMENT

The workspace for the Case Management Aide’s workspace is located in a heavy traffic area. Frequent interruptions from both fellow staff members and clients by phone or in person is expected. The sound level is generally low to moderate. Frequent local travel to run office errands, and deliver items to client’s homes is to be expected. The Case Management Aide is required to take occasional trips outside the County to attend training, department meetings, and agency events.

ADDITIONAL REQUIREMENTS

· All employees must pass State and Federal Live Scan background check before the start of employment.

· All employees of Community Care must carry the minimum automobile liability insurance required by California state law on vehicles used for work.

· Community Care is an equal opportunity employer and makes employment decisions based on merit. Agency policy prohibits unlawful discrimination based on race, color, creed, marital status, sexual orientation, gender identity, age, national origin or ancestry, physical or mental disability, medical condition, gender, pregnancy or any other consideration made unlawful by Federal, State or local laws.

· Community Care is an at will employer. Employment with Community Care is for an indefinite period of time and is subject to termination by the employee or Community Care, with or without cause, with or without notice, and at any time.

Pay: $19.10 - $20.87 per hour

Benefits:

• 403(b) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Do you have a valid driver's license and valid car insurance?

Work Location: In person

Salary : $19 - $21