Description

JOB SUMMARY: 

The Case Coordinator provides care coordination through collaboration within the Behavioral Health Department at Hope Christian Health Centers to ensure delivery of quality care and patient-centered services. The Case Coordinator assists with monitoring and ensuring adherence to patient documentation, coordinates communication with patients, monitors electronic health records maintenance, and other duties of administrative nature. The Case Coordinator is also expected to actively participate in and support quality improvement activities and the clinical practice team efforts emphasize the importance of the individual patient and putting the patient’s needs first.

Duties and Responsibilities:

Referral Management

· Manage and update referral tracking systems daily using Excel and other internal tools.

· Review and follow up on prior day referrals, ensure same day referrals are assessed the following business day. 

· Prioritize urgent referrals and coordinate timely follow up with behavioral health providers.

· Accurately update referral statuses appropriately (e.g., “pending-booked,” “pending-no show.” “addressed-declined”).

· Maintain an accurate and up to date master referral and waitlist database.

Documentation Oversight

· Ensure timely and accurate completion of treatment plans, 90-day reviews, LOCUS & CASII assessments, and progress notes.

· Track initial assessments and update Behavioral Health Provider caseload records accordingly.

· Verify the completion of all required documentation, including patient consents, behavioral health intake forms, and treatment plans.

· Notify clinical staff of any missing or incomplete documentation.

Discharge Documentation

· Identify patients for discharge based on attendance and engagement criteria.

· Initiate discharge protocols following two consecutive no shows and three documented follow up attempted.

· Collaborate with licensed clinical social workers (LCSWs) and Behavioral Health Provider to finalize discharge documentation. 

· Issue and archive formal discharge notifications (planned and unplanned)

· Transition patient records from the active caseload to the discharge archive in accordance with data retention policies.

Other Duties:

• Promotes and demonstrates Hope values of: Gospel motivation, Prayer, Excellence, Stewardship, Patience, Thankfulness, Humility, Service, Dignity through Relationship and Hospitality and Joy 
• Always maintains a courteous and professional demeanor.
• Always maintains the confidentiality of Hope Christian Health Center finances and patient-related information.
• Performs all other duties as assigned. 
• Uphold Complies with HIPAA and protects patient information.
• The Case Coordinator ensures compliance with all 19 Health Resources and Services Administration (HRSA) Health Center Program Requirements.
• The Case Coordinator is also expected to actively participate in and support quality improvement activities and the clinical practice team efforts emphasize the importance of the individual patient and putting the patient’s needs first.

Requirements

Qualifications:

· 1 year of experience in a healthcare or behavioral health setting – preferred

· High school diploma or equivalent - required

· Proficiency with electronic medical records (EMR) systems - required

KEY COMPETENCIES FOR SUCCESS:  

· Faith to believe that Hope is a ministry of God, exemplifying the love of Christ, and held and directed by the Holy Spirit. 

· Demonstrated passion for community health care.

· Excellent communication skills, both written and verbal, with attention to detail.

· Proven ability to maintain integrity in a fast paced and high-demand environment. 

· Proven ability to manage performance goals. 

· Ability to interact with people from all ethnic backgrounds, ages, and lifestyles. 

· Strong organizational skills, attention to detail, and excellent communication skills.

· Ability to work collaboratively in a team environment

TYPICAL PHYSICAL DEMANDS:  

Occasional standing, walking, lifting, reaching, kneeling, bending, stooping, pushing, pulling and lifting and/or moving up to 25 pounds. Frequent sitting. Manual dexterity. Good reading eyesight and vision for close work. Ability to communicate by speaking and hearing in person or on the phone.