Case Coordination Specialist

ChildSavers; Richmond (VA); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

EAP support services

Retirement plan

Paid time off and holidays

Job summary

ChildSavers in Richmond, VA seeks a full-time Case Coordination Specialist to support clinical case assessments and new client intakes for our Mental Health Services team. The role emphasizes trauma-informed practices, data accuracy in EHR, and collaboration with clinicians and families to facilitate referrals and appointments.

The ideal candidate will have an Associate’s degree in a human services field, strong interpersonal skills, and the ability to manage sensitive information with

Qualifications

• Associate’s degree or equivalent with experience serving children from a trauma-informed care perspective.
• Experience coordinating clinical intakes, referrals, and scheduling in a healthcare or behavioral health setting.
• Knowledge of HIPAA, insurance verification, and DSS/Medicaid processes preferred.

Responsibilities

• Coordinate clinical case assessments and intakes for new clients.
• Assist with case assignment, clinician matching, and scheduling initial appointments.
• Verify insurance information and eligibility; communicate with Billing regarding payments and coverage.
• Maintain accurate data in the electronic health record (EHR) and ensure confidentiality.
• Support onboarding and training tasks and provide front-desk coverage as needed.

Skills

Interpersonal skills

Trauma-informed care

Attention to detail

Bilingual (Spanish)

Education

Associate's degree (human services preferred)

Tools

Excel

Word

Job description

Company Overview

At ChildSavers, we believe that every child deserves a strong start and a hopeful future. As Richmond’s oldest nonprofit dedicated exclusively to children’s mental health and trauma recovery, we provide access to equitable, trauma-informed therapy and prevention services that build resilience and support lifelong well-being. Our team is composed of mission-driven professionals who work every day to empower children and strengthen families throughout Central Virginia.

Company Overview

At ChildSavers, we believe that every child deserves a strong start and a hopeful future. As Richmond’s oldest nonprofit dedicated exclusively to children’s mental health and trauma recovery, we provide access to equitable, trauma-informed therapy and prevention services that build resilience and support lifelong well-being. Our team is composed of mission-driven professionals who work every day to empower children and strengthen families throughout Central Virginia. By joining ChildSavers, you’ll become part of a compassionate, collaborative organization that values diversity, promotes continuous learning, and is committed to making a meaningful impact in our community.

Position Summary

We are seeking a full-time Case Coordination Specialist. The incumbent in this role will perform a variety of responsibilities related to the coordination of clinical case assessments and intakes for new clients and casework in support of our Mental Health Services team. This position requires a high level of interpersonal skills and the ability to handle sensitive and confidential situations. Ongoing focus will be placed upon learning effective casework theories and skills from our team of highly experienced professionals in the field.

Essential Duties and Responsibilities

• General Referral Calls: Facilitate referral calls (lasting 20-30 minutes per client), including data entry into electronic health record (EHR), eligibility screening, and provision of referrals to additional resources as needed.
• Crisis Follow Up: Upon receiving contact information from the on-call clinician, complete a referral for services following response to an Immediate Response (IR) call; Additionally, obtain and verify insurance information and eligibility.
• Case Assignment/Intake & Assessment: Gathering information about the client’s needs, symptoms, appointment preferences and any insurance or financial considerations.
• Clinician Matching: Reviewing clinician availability, specialization (e.g., trauma, family therapy), and caseload capacity.
• Assignment & Scheduling: Assigning the case to a suitable clinician and setting up the initial appointment.
• New Client Orientation (NCO): Collect all collateral information, insurance information, and legal guardian information (reaching out to assigned worker with the Department of Social Services (DSS) if needed). Prepare all necessary paperwork using the designated digital platforms and communication tools in preparation for the New Client Orientation.
• If time allows, Assist with the annual review and update of program paperwork
• Verify that all client information has been entered into the EHR system accurately and that the client’s demographics, treatment history, and any additional information needed for reporting is accurate and up to date.
• Notify family that any irregularities involving insurance information, benefit policy-holder, coverage, or person responsible for payment will require follow-up from Billing Specialist.
• Waitlist Management: Complete calls to gauge status of continued interest in services, provide resources (Intensive In-Home Services, Targeted Day Treatment, transportation/housing needs).
• Send outreach/closing letters and remove from waiting list/track in EHR if no response after three attempts at outreach.
• Schedule transportation via Medicaid transportation and/or Spanish interpretation services via Medicaid, as needed. Contact clients one day prior to scheduled appointment to ensure services have been assigned correctly.
• Ensure compliance with all local, State, and Federal regulatory requirements, as well as funding source requirements, including timely and accurate documentation of services, such as (but not limited to) interviewing for initial referral information, provided for: Licensure, HIPAA, Medicaid, DSS, LHRC and other professional standards and funding sources.
• Report clinical and other concerns, as outlined in policy, in a timely manner to clinical supervisor and/or management team.
• Coordinate and maintain referrals, including case transfers both within and between MHS programs; Respond to general program/services inquiries, evaluate appropriateness for services and referrals as necessary; coordinate care with community partners.
• Respond to requests for records such as (but not limited to) disability determination and closed case information.
• Collaborate with Finance department regarding client insurance status (active/inactive) and complete appropriate referral and follow-up tasks, self-pay agreements, and insurance-related case management.
• Provide support with on-boarding training related to job tasks.
• Provide coverage for the waiting room receptionist in their absence (including, but not limited to coverage during the assigned lunch break).
• Maintain certification in Adult & Pediatric CPR & First Aid and be capable of performing these duties as needed.
• Maintain all applicable credentialing through continuing education and other requirements outlined in code.
• Represent ChildSavers in a positive and professional manner, internally and externally, as part of the clinical team, participating in meetings and work with community partners of ChildSavers

Required Qualifications

Associate’s degree (or equivalent; human services field of study preferred) with history of professional experience working with children from a trauma-informed care perspective. ChildSavers’ mental health services areas include: Outpatient Therapy, Crisis Intervention, Psychiatry, and outreach both within the community and local public school system. Specialized modalities include art therapy, sand tray therapy, play therapy, attachment work, and Cognitive Behavioral therapy (CBT).

Preferred Qualifications

• Strong verbal & written communication skills, paying close attention to detail
• Time management & organizational skills
• Strong computer skills, including competency in platforms such as Excel & Word
• The ability to establish rapport with diverse populations Knowledge of (or willingness to learn) language and navigation of health insurance systems
• Knowledge of local community programs and resources
• Knowledge of the trauma-informed care perspective
• The ability to speak Spanish in addition to English

Physical Demands and Work Environment

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
• ChildSavers services occur primarily in office-like settings including an ADA-compliant outpatient clinic and public-school settings, as well as occasional community visits.

All ChildSavers employees are expected to demonstrate the following core competencies in the performance of their work:

• Mission Alignment: Demonstrates commitment to ChildSavers’ mission of guiding children through life’s critical moments with trauma-informed care.
• Integrity & Ethics: Maintains the highest standards of confidentiality, honesty, and ethical conduct in all professional interactions.
• Cultural Fluency: Works effectively across diverse populations, demonstrating cultural humility and commitment to equity and inclusion.
• Trauma-Informed Practice: Applies the principles of trauma-informed care and healing-centered engagement in daily work and decision-making.
• Collaboration: Builds productive working relationships with colleagues, clients, families, and community partners; communicates professionally and respectfully.
• Accountability: Takes ownership of assigned work, meets deadlines, and delivers quality results aligned with role expectations and agency goals.
• Adaptability: Responds constructively to changing priorities, new information, and evolving client or organizational needs.
• Professional Growth: Engages in ongoing learning, welcomes feedback, and applies new knowledge to improve individual and team performance. The following represent the minimum knowledge, skills, and abilities required to perform this role:

Benefits

ChildSavers offers a comprehensive and competitive benefits package including options for health, dental, and vision insurance(s), a health savings account, access to employer-paid EAP support services, a public service loan forgiveness (PSLF) assistance support service (free-of-charge), a retirement plan with tenure-based contribution incentives, employer-paid short and long term disability insurances, group term life insurance, paid time off, & 15 paid holidays annually.

ChildSavers is an Equal Opportunity Employer, a drug-free workplace, and complies with ADA regulations as applicable. All employees and applicants will be treated without regard to age, sex, color, religion, race, national origin, veteran status, sexual orientation, gender identification, marital or familial status, physical or mental disability, legal source of income, or any other status protected by law.