Case Manager Program Specialist

Position Summary

The Case Manager – Program Specialist is responsible for the delivery of client-centered services within assigned program portfolios. This position conducts eligibility determinations, needs assessments, service coordination, documentation, and regulatory reporting in compliance with the Older Americans Act (OAA), Oregon DHS/APD requirements, and internal agency policies.

Each Case Manager is assigned primary program ownership and is accountable for program performance, documentation accuracy, and service continuity within their designated portfolio.

Case Managers operate at a peer level and do not supervise other employees. Personnel decisions, discipline, and evaluations are the responsibility of the Executive Director.

Essential Duties and Responsibilities

Client Service & Case Management

·      Conduct intake and eligibility screening.

·      Perform comprehensive needs assessments.

·      Develop and monitor individualized service plans.

·      Coordinate services with partner agencies.

·      Maintain regular client contact and reassessment.

Documentation & Compliance

·      Complete documentation within required timeframes.

·      Maintain 95% documentation accuracy standard.

·      Ensure files are audit-ready.

·      Enter and maintain required data systems accurately.

·      Participate in monitoring reviews when required.

Program Accountability

·      Maintain assigned caseload benchmarks.

·      Monitor service delivery continuity.

·      Identify service gaps and report to Program Manager.

·      Support corrective process adjustments when needed.

Cross-Training & Continuity

·      Participate in cross-training across program areas.

·      Provide coverage during staff absences.

·      Maintain working knowledge of all core programs.

Professional Conduct

·      Maintain professionalism in public settings and online presence.

·      Uphold confidentiality standards.

·      Participate in required training.

·      Represent KLCCOA in a positive and professional manner.

Authority Statement

This position does not include authority to hire, discipline, evaluate, or terminate employees.

The Program Manager may monitor workflow and service completion; however, all personnel decisions remain under the authority of the Executive Director.

Performance Standards

Case Managers are evaluated based on:

• Caseload management
• Documentation accuracy
• Timeliness of reporting
• Compliance adherence
• Professional conduct
• Contribution to continuity of operations

Failure to meet performance standards may result in corrective action by the Executive Director.

Confidentiality & HIPAA Compliance

All employees are required to maintain strict confidentiality of client, employee, and organizational information in accordance with the Health Insurance Portability and Accountability Act (HIPAA), the Older Americans Act, Oregon DHS/APD requirements, and KLCCOA confidentiality policies.

Employees must:

• Safeguard all protected health information (PHI).
• Access client information only as necessary to perform assigned duties.
• Follow established data security and record retention protocols.
• Immediately report any suspected privacy breaches to the Executive Director.

Failure to comply with confidentiality and HIPAA requirements may result in disciplinary action, up to and including termination.

Travel & Transportation Requirements

Employees must possess and maintain:

• A valid Oregon driver’s license.
• Current vehicle registration.
• Proof of automobile insurance meeting Oregon minimum coverage requirements.

Employees who operate a personal vehicle for agency-related business must maintain driving privileges and provide documentation upon request.

Loss of driving privileges or failure to maintain required documentation may affect the employee’s ability to perform essential job functions and may result in reassignment or corrective action.

Physical & Work Requirements

• Hybrid work location.
• Prolonged computer and data system use.
• Occasional lifting up to 25 pounds.