Case Manager

Heartshar; New York (NY); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Paid vacation

Health, dental, vision and life ins.

403(B) retirement plans

EAP

Tuition Assistance

Gympass Discount

Verizon Wireless Discount

Broadway tickets discounts

Job summary

Heartshare seeks a Case Manager to oversee intake, admissions, and discharges for residents and to coordinate with families and external agencies to support students’ academic and emotional growth.

You will maintain detailed session notes and prepare progress and annual review reports aligned with IEP goals, delivering services in a trauma‑informed framework. Strong documentation and collaboration with staff are essential.

Qualifications

• Bachelor's degree or equivalent required.
• Experience as a clinician for clients with highly specialized needs preferred.
• Trauma-informed approach and evidence-based methods.
• Strong written and verbal communication for reports and meetings.

Responsibilities

• Handle intake, admissions and discharges for residents.
• Maintain waitlists and welcome families during pre-screening.
• Ensure intake is completed within 10 days and onboard residents per CCR rules.
• Develop relationships with community organizations to improve service access.
• Coordinate services for continuity of care with family involvement.
• Provide ongoing counseling and crisis intervention with weekly sessions.
• Follow up on school attendance, transcripts and IEP-related updates.
• Document complete case records in PRESICION and CAIRS databases.

Skills

Trauma-informed care

Motivational Interviewing

Multicultural sensitivity

Effective communication

Case coordination

Crisis intervention

Education

Bachelor's degree or equivalent

Tools

CAIRS database

PRESICION Care

Job description

The Case Manager must have demonstrated knowledge and experience in providing mandated counseling services to students, maintaining detailed session notes, and preparing progress and annual review reports in alignment with IEP goals. The ideal candidate will serve as a key liaison among families, interdisciplinary team members, and external agencies to support students’ academic and emotional growth.Essential Functions and Primary Responsibilities of Position:Responsible for Intake, Admissions and Discharges of all Resident processing; maintain waitlist, matching residents and welcoming residents and their families during pre-screening initial stages with service Providers such as C- SPOA, ACS, JCCA.Ensuring the initial intake process is met within a 10-day target period to ensure the Resident is being accepted and on boarding the resident into the CCR rules and regulations by OMH.Develop relationships with community organizations and resources to improve service access for Youths in the program. Coordinate services to ensure continuity of care as families will need to be involved in the outcome of the Youth Exiting plan.Facilitate psycho-education workshops to the residents, families and staff are aware of house service policy.Maintain frequent contact with the children’s families and guardians; arrange visits with families (weekend/Day Passes) and/or siblings; provide services to the child and family and prepare the family for Reunification.Provide ongoing counseling and crisis intervention to all residents along with meeting with the youth for at least 15-minute sessions, weekly for Billable purposes.Follow up with Residents Schooling background for update on Attendance, Transcript, Report card for tracking of possible Promotion in Doubt, IEP meetings, School Base Support program (District 75Q,) (Day Time School program updates).Timely follow-up on incidents to be generated such as checking in on the house Log for over the weekend incidents reports, having a week-to-week check-in with the Residence Manager for updates on all residents in the homes, and tracking the progress of well-being and safety and residents attending school/ appointments/ family visits.Collaborate with the Benefits Entitlement Specialist to ensure timely and accurate processing of Medicaid payments and SSI, ensure timely PNA payments to youths are completed (Personal Need Allowance).Participate in Staff Interdisciplinary team meetings, family meetings, attend relevant meetings and trainings; including but not limited to: Incident review, school, service providers, house meetings, and other meetings necessary such as Family, Crisis/ safety, and Discharge meeting during case consultation.Ensure all required documentation for a complete case record including intake information and consents, admission note, service plans, monthly progress notes, weekly Billable notes all assessments, service notes, aftercare follow up (30/60/90), entitlement information and other documentation as required for PRESICION Care (Electronic Record Keeping Software), Timely updates to CAIRS database – charts data via admissions and discharges.Follow up to ensure youths attend appointments and have follow-up conversations from family and day passes over the weekend.Completion of monthly program roster, weekly Census to be sent to the Operations Department Director every Monday’s.Ensuring all HRA 2010e packets for Supportive Housing applications are completed and assist with applications for other housing options, Bio Psycho-socials, Psychiatric Evaluation to be updated for entry screening.Collaborate with the nurse to address medical-related concerns.Collaborate with the Recreational specialists to ensure activities support the goals of the youths.Conduct relevant field visits to support the youths as required, such as home, hospital, escort to appointments etc.Performs other job-related duties as assigned, consistent with the scope, responsibilities, and level of the position, and in compliance with applicable laws, regulations, and organizational policies.Bachelor's degree or equivalent required.NYS driver’s license preferred.Must obtain First Aid Certification within the first 6 months of employment.Must have at least 1-2 years’ professional childcare or direct clinical support services experience.Have demonstrated experience as a clinician for clients with highly specialized needs and multiple psychosocial risk factors preferred.Must be able to provide support, nurture, and counsel residents in a structured environment. Delivering services through a trauma-informed lens using evidence-based models such as Motivational Interviewing, Intensive Permanence Services etc.Must have written and verbal communication skills sufficient to complete required documents and reports, and to participate in and facilitate meetings.Experience in working with diverse communities, and knowledge of multicultural issues including race, class, ethnicity, sexual orientation, gender expression, etc.BenefitsWhat we offer once YOU join our growing family:At Heartshare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:Rewarding Work in a team environment.Paid vacation, sick, personal days, and holidays.403(B) retirement plans with employer contribution.Health, dental, vision and life insurance.Employee Assistance Program (EAP).Flexible spending account (Dependent Care, Medical, Parking, and Transit).Employee Appreciation Programs and Events.Tuition Assistance Program.Professional Development opportunities.Gympass DiscountVerizon Wireless Discount.BJs Membership discount.Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & moreHeartshare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to [e-mail] HeartshareWho WE ARE:For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.To learn more about Heartshare, please visit our website at www.heartshare.org or follow us on Twitter LinkedIn YouTube Instagram Facebook