Aftercare Coordinator

Role-Based Responsibility (Approximately 10 hours/week)

The Aftercare Coordinator role ensures systematic planning, tracking, and compliance for all aftercare services across the agency. This responsibility can be assigned to an existing staff member (Case Manager, Quality Assurance Specialist, Program Coordinator, or similar position) as part of their duties.

Purpose

Provide centralized coordination and oversight of aftercare services while case managers maintain direct service delivery for families transitioning from care. This role ensures regulatory compliance and quality service delivery without requiring a dedicated position.

Time Commitment

• Approximately 10 hours per week (may vary based on census)
• Scales with number of children in aftercare (estimate 15-20 minutes per active aftercare case per week)
• Peak times during discharge planning periods

Key Responsibilities

Weekly Tasks (5-6 hours)

Tracking and Monitoring:

• Review discharge reports to identify upcoming aftercare needs
• Update aftercare tracking spreadsheet/database
• Send reminder emails to case managers for:
  • Upcoming aftercare planning deadlines
  • Scheduled contact due dates
  • Documentation requirements
• Monitor missed contacts and follow up with case managers
• Track declined services and ensure proper documentation

Compliance Checks:

• Review aftercare plans for completeness before discharge
• Spot-check documentation for regulatory compliance
• Ensure contact logs are current
• Verify required components are addressed in plans

Monthly Tasks (3-4 hours)

Reporting Coordination:

• Ensure SSCC/DFPS updates are completed:
  • Send reminder emails to case managers by the 2nd of each month
  • Track which case managers have submitted reports
  • Follow up with any missing submissions by the 4th
  • Maintain log of submissions and SSCC/DFPS acknowledgments
  • Escalate persistent non-compliance to supervisors
• Generate summary data for leadership review
• Prepare compliance metrics for quality assurance
• Verify all required documentation is submitted by 5th of each month

Quality Assurance:

• Conduct random audit of 10% of aftercare cases
• Review patterns in service delivery
• Identify cases needing additional support
• Document findings and recommendations

Quarterly Tasks (2-3 hours)

Program Improvement:

• Analyze aftercare outcomes and trends
• Update procedures and reference materials
• Facilitate case manager training or refreshers
• Review and refine tracking tools

Essential Functions

1. Maintain Aftercare Tracking System

   • Simple spreadsheet or Radius report tracking all aftercare cases
   • Include: child name, discharge date, service package, assigned case manager, contact schedule, compliance status, SSCC/DFPS report submission status

2. Monitor Key Milestones

   • Aftercare planning initiation (60 days or 6 months pre-discharge)
   • Monthly contact requirements
   • Documentation deadlines
   • SSCC/DFPS report submissions
   • Case closure at 6 months

3. Ensure SSCC/DFPS Communication

   • Track which cases require monthly reports
   • Monitor submission compliance by case managers
   • Follow up on missing or late reports
   • Maintain communication log with SSCC/DFPS contacts
   • Escalate issues affecting timely submissions

4. Support Case Managers

   • Provide templates and tools
   • Send timely reminders for reports
   • Answer regulatory questions
   • Troubleshoot challenging situations
   • Share best practices for SSCC/DFPS communication

[T3C] Service Package Responsibilities: When serving children in specialized T3C Service Packages (Substance Use, Short-Term Assessment, Treatment Foster Family Care, Mental & Behavioral Health, IDD/Autism), responsibilities are adapted per the applicable umbrella policy and procedure. Staff must complete package-specific training per FC-16 Staff and Caregiver Training Policy before assuming specialized responsibilities. Consult FC-SU-01, FC-STASS-01, FC-TFFC-01, FC-MH-01, or FC-IDD-01 for detailed Service Package requirements.

Minimum Qualifications

• Current agency employee in good standing
• Knowledge of T3C requirements and aftercare regulations
• Strong organizational and follow-through skills
• Proficiency in Excel/spreadsheets and Radius
• Attention to detail and deadline management

Ideal Candidates

• Case Manager with reduced caseload
• Quality Assurance team member
• Program Assistant or Coordinator
• Administrative staff with child welfare knowledge
• Supervisor with administrative time

Support Needed

• Access to Radius reporting functions
• Basic tracking tools/templates (provided)
• Authority to request information from case managers
• Protected time for aftercare duties
• Supervisor support for accountability

Recognition

• Role should be formally assigned and documented
• Time allocation reflected in workload/assignments
• Contribution acknowledged in performance reviews
• Consider small stipend or adjusted responsibilities

Implementation Notes

This role-based model allows flexibility while ensuring accountability. The Aftercare Coordinator serves as the "central nervous system" for aftercare services - tracking, reminding, and reporting - while case managers who know the families best continue providing direct support. This efficient approach maintains quality and compliance without requiring additional staffing.

Remember: Case managers conducting aftercare activities receive 0.5 caseload points per aftercare case unless services are formally declined and documented. See the T3C Caseload Point System & Staffing Ratios reference.