CASE MANAGEMENT SPECIALIST
Refuge House, Inc.
Position Overview
The Case Manager serves as the primary coordinator of services for children placed in foster care, ensuring comprehensive case management that promotes safety, permanency, and well-being. This position is responsible for implementing service plans, coordinating with multiple stakeholders, and maintaining compliance with all regulatory requirements while providing trauma-informed support to children and families.
This is an in-person position requiring a balanced combination of field-based case management activities and office-based clinical collaboration, documentation, and team coordination. The role is not suitable for remote work due to the immediate access requirements for clinical consultation, crisis coordination, and interdisciplinary team collaboration essential for child safety and treatment effectiveness.
Note: This position includes core case management responsibilities that apply to all children, plus specialized Service Package-specific functions that apply only when the Case Manager has children in their caseload requiring those specific services. Specialized training is provided before assignment of Service Package-specific responsibilities.
Primary Objectives
- [T3C] Provide case management services aligned with specific Service Package requirements
- Ensure timely and appropriate service delivery for all assigned children
- [TBRI] Implement trauma-informed approaches in all case management activities
- Maintain accurate and comprehensive case documentation
- [T3C] Support achievement of desired individual outcomes for each Service Package
- Foster positive relationships with children, families, and caregivers
- Collaborate effectively with interdisciplinary treatment team through regular in-person coordination
WORK LOCATION AND SCHEDULE REQUIREMENTS
Position Structure: Hybrid Field and Office-Based Role
This position requires consistent presence at agency offices when not conducting field-based case management activities. Remote work is not appropriate for this role due to clinical, regulatory, and operational requirements detailed below.
Office Presence Expectations
Standard Office Hours: Monday-Friday, 8:30 AM - 4:30 PM
Office-Based Activities (requiring physical presence at agency location):
- Clinical team meetings and case staffings
- Individual supervision sessions with Program Director
- Clinical consultations with Treatment Director
- Crisis coordination and backup support
- Documentation and case record maintenance
- Training and professional development activities
- Interdepartmental coordination meetings
- Quality assurance reviews
- Service planning team meetings
- Court report preparation requiring file access
Field-Based Activities (conducted outside office):
- Home visits to foster families
- Face-to-face visits with children
- Court hearings and legal proceedings
- School meetings and IEP conferences
- Medical/dental appointment coordination
- Service provider meetings
- Community resource visits
- On-call crisis response (when assigned)
Work Schedule Balance
Case Managers should anticipate approximately:
- 40% field-based activities (home visits, child visits, court, meetings with external providers)
- 60% office-based activities (documentation, team meetings, supervision, clinical coordination)
Flexibility in daily scheduling is expected and supported to accommodate field requirements; however, regular presence in the office during non-field hours is essential for effective team-based service delivery and clinical quality.
Clinical and Operational Justification for Office Presence
1. Immediate Clinical Consultation Access:
- Complex trauma cases require real-time consultation with Treatment Director for clinical decision-making
- Child safety concerns may arise during documentation review requiring immediate supervisor consultation
- [T3C] Service Package-specific clinical questions require timely expert guidance
- [TBRI] Trauma-informed interventions benefit from collaborative problem-solving with clinical team
- Emergency situations require rapid coordination with multiple team members
2. Interdisciplinary Team Collaboration:
- [T3C] Service Package delivery model requires coordination across multiple specialists:
- Licensed Therapists (for treatment integration)
- Behavioral Support Specialists/Mentors (for intervention alignment)
- Registered Nurses (for medical care coordination on IDD/Autism cases)
- Crisis Management team members (for crisis prevention planning)
- Aftercare Case Managers (for transition planning)
- Case staffings require in-person participation for comprehensive discussion
- Treatment planning benefits from face-to-face clinical team input
- Service coordination effectiveness depends on regular interpersonal communication
3. Supervision and Professional Development:
- TAC §749 requires regular supervision of case management staff
- [T3C] Complex Service Package cases require weekly individual supervision
- Crisis Management functions require specialized supervision (when assigned)
- Professional development and training occur during regular business hours
- Vicarious trauma support and self-care consultation require personal connection
- Performance feedback and skill development most effective in person
4. Crisis Response System Integration:
- Case Managers serving Crisis Management functions are part of 24/7 on-call rotation with Program Director and Treatment Director backup
- Effective crisis response depends on established working relationships with backup team
- Crisis debriefing and incident review require in-person team discussion
- Crisis prevention planning benefits from collaborative team approach
- On-call preparation and briefings occur during office hours
5. Documentation Quality and Compliance:
- TAC §749 extensive documentation requirements need regular quality review
- [T3C] Service Package-specific documentation standards require oversight
- Court report accuracy benefits from supervisor review before submission
- Record audits and compliance reviews occur in office setting
- Documentation questions resolved most efficiently with immediate supervisor access
- Case file organization and maintenance require physical file access
6. Regulatory and Quality Assurance Functions:
- [T3C] Continuous Quality Improvement participation requires team collaboration
- Outcome data collection and analysis conducted through team processes
- CANS 3.0 assessment quality review with clinical supervision
- Regulatory compliance monitoring requires regular team coordination
- Service Package fidelity maintained through consistent clinical oversight
7. Child Safety and Risk Management:
- High-risk situations require immediate consultation with supervisory team
- Placement disruption prevention benefits from rapid team problem-solving
- Emergency placement decisions require multi-level authorization
- Child abuse/neglect concerns need immediate reporting to Program Director
- Safety planning development enhanced by interdisciplinary input
8. Organizational Communication and Coordination:
- Multi-location operations require regular communication between sites
- Agency-wide initiatives and policy updates communicated through team meetings
- Staff support and peer consultation foster resilience in demanding work
- Organizational culture of trauma-informed care maintained through consistent presence
- Cross-departmental coordination (Home Development, Administration, Clinical) requires accessibility
Remote Work Policy
Remote work is not available for this position due to the clinical nature of child welfare case management and the critical importance of immediate access to:
- Clinical supervision and consultation
- Crisis response coordination
- Treatment team collaboration
- Confidential child welfare records (HIPAA/confidentiality restrictions)
- Secure documentation systems
Occasional flexibility for emergency personal situations may be considered with advance supervisor approval, but regular remote work arrangements are not compatible with this role's requirements.
CORE RESPONSIBILITIES (All Case Managers)
Direct Case Management
Caseload Management:
- [T3C] Maintain caseloads according to Service Package ratios:
- Basic Support Services: 1:20
- Short-Term Assessment: 1:12
- Mental & Behavioral Health: 1:15
- Treatment Foster Care: 1:6
- Other specialized services as assigned
- Total load is managed via the agency caseload point system (120-point maximum) — see the T3C Caseload Point System & Staffing Ratios reference
- Conduct regular face-to-face visits with children per Minimum Standards
- [T3C] Complete ongoing CANS 3.0 assessments as required
- Develop and implement individualized service plans
- [TBRI] Apply trauma-informed interventions in all interactions
Service Coordination
Clinical Team Integration:
- [T3C] Coordinate all services outlined in Service Package requirements
- Collaborate regularly with Treatment Director and clinical team through in-person consultation
- Participate in weekly case staffings and treatment planning meetings
- [T3C] Ensure cross-system coordination including:
- Medical and dental care
- Educational services
- Behavioral health services
- STAR Health benefits
- Schedule and facilitate service planning meetings
- [T3C] Coordinate with Aftercare Case Manager for transition planning
Foster Family Support
- Provide ongoing support and guidance to foster families
- [TBRI] Train caregivers in trauma-informed parenting strategies
- Address placement concerns and prevent disruptions
- Conduct home visits per regulatory requirements
- [T3C] Monitor foster home compliance with Service Package requirements
Documentation and Compliance
Office-Based Documentation Requirements:
- Maintain comprehensive case records in compliance with:
- TAC §749 documentation requirements
- [T3C] Service Package specific documentation
- Contract requirements
- Complete all required reports timely and accurately using agency systems
- [T3C] Document progress toward desired individual outcomes
- Ensure all consents and authorizations are current
- Participate in regular documentation quality reviews with supervisor
Court and Legal Activities
- Prepare court reports as required (office-based activity)
- Attend all court hearings for assigned children (field-based activity)
- Collaborate with attorneys and CASA volunteers
- [T3C] Provide testimony regarding Service Package services
- Maintain chain of custody for legal documents
Basic Crisis Intervention (All Placements)
Crisis Response Coordination:
- Respond to placement emergencies and crises for assigned children
- [TBRI] Utilize trauma-informed de-escalation techniques
- Coordinate with Program Director and Treatment Director for crisis support (requires immediate accessibility to backup team)
- Document all critical incidents thoroughly
- Participate in crisis debriefing sessions with supervisory team
Collaboration and Teamwork
In-Person Team Integration:
- Participate actively in case staffings and team meetings
- [T3C] Collaborate with specialized staff (therapists, mentors, etc.) through regular in-person coordination
- Communicate effectively with DFPS/SSCC caseworkers
- Support agency's Continuous Quality Improvement efforts through team participation
- [T3C] Contribute to outcome data collection and analysis
- Engage in peer consultation and support with fellow Case Managers
SERVICE PACKAGE-SPECIFIC RESPONSIBILITIES
The following specialized responsibilities apply ONLY when the Case Manager has children in their caseload requiring these specific Service Packages. Specialized training will be provided before assignment of these responsibilities.
A. CRISIS MANAGEMENT STAFF FUNCTION
[Applies ONLY to Case Managers with Mental & Behavioral Health OR IDD/Autism Service Package children]
When assigned children requiring Mental & Behavioral Health or IDD/Autism Spectrum Disorder Support Services, Case Managers serve in the Crisis Management Staff role for those specific children.
Required Training Before Assignment:
- Mental & Behavioral Health Crisis Response Enhancement (4 hours) - if applicable to caseload
- IDD/Autism Crisis Response Enhancement (4 hours) - if applicable to caseload
- Annual 8-hour refresher combining both enhancements
24/7 Crisis Response Availability:
- Participate in rotating on-call schedule for crisis response
- Respond to crisis calls within 15 minutes
- Provide on-site crisis response within 2 hours (Dallas County) or 3 hours (Bexar County) when needed
- Maintain 1:25 Crisis Management Staff to child ratio
- Coordinate with Program Director and Treatment Director backup (requires established working relationships through regular office collaboration)
Crisis Intervention Services:
- Provide telephone crisis consultation and support to foster families
- Deliver de-escalation coaching during behavioral or emotional crises
- Implement emergency behavior intervention per TAC §749.901
- Coordinate with emergency services (psychiatric, medical, law enforcement)
- Authorize emergency placement changes when necessary
- Complete comprehensive crisis incident documentation within 24 hours
- Participate in post-crisis team debriefing (office-based)
Mental & Behavioral Health Specific Crisis Functions: [Only applies if Case Manager has Mental & Behavioral Health children]
- Recognize mental health crisis symptoms (suicidal ideation, psychosis, severe depression/anxiety)
- Conduct suicide risk assessments using agency protocols
- Coordinate psychiatric emergency room admissions
- Facilitate mobile crisis outreach team interventions
- Coordinate psychiatric hospitalizations when needed
- Develop and implement post-crisis safety plans
- Consult with Treatment Director on clinical crisis management decisions (requires immediate accessibility)
IDD/Autism Specific Crisis Functions: [Only applies if Case Manager has IDD/Autism children]
- Recognize autism-specific crisis patterns (sensory overload, communication breakdown, routine disruption)
- Implement sensory-based de-escalation strategies
- Use visual support systems during crisis situations
- Coordinate with developmental disability crisis services
- Manage medical emergencies related to co-occurring conditions (seizures, etc.)
- Adapt behavioral crisis management for developmental level
- Collaborate with RN and Treatment Director on medical and behavioral crisis management (requires team coordination)
Quality Assurance for Crisis Management:
- Participate in monthly crisis incident reviews (office-based team activity)
- Provide crisis response data for Program Director analysis
- Complete quarterly crisis management competency assessments
- Contribute to crisis protocol refinement through team collaboration
B. MENTAL & BEHAVIORAL HEALTH SERVICE COORDINATION
[Applies ONLY to Case Managers with Mental & Behavioral Health Service Package children]
Required Training Before Assignment:
- Mental & Behavioral Health treatment model training
- CANS 3.0 assessment training (enhanced for mental health)
- 90-day service plan review protocols
- STAR Health/HHSC Behavioral Health coordination procedures
Service Planning & Coordination:
- Complete CANS 3.0 assessments every 90 days for children over age 3
- Conduct service plan reviews minimum every 90 days with Treatment Director consultation (office-based clinical activity)
- Coordinate licensed therapy services (minimum 1:14 therapist ratio maintained)
- Track therapy frequency and attendance
- Address service authorization denials within 3 business days
- Notify SSCC/DFPS and Regional Well-being Specialist of service barriers
Clinical Collaboration:
- Participate in quarterly Program Director/Treatment Director case reviews (office-based)
- Implement Continued Stay Guidelines with clinical team oversight
- Submit written confirmation of continued appropriateness (within 15 business days to SSCC/DFPS)
- Collaborate with Licensed Therapists on treatment progress through regular coordination meetings
- Coordinate with Behavioral Support Specialists/Mentors through team collaboration
Foster Parent Support:
- Provide specialized training on trauma and mental health symptoms
- Support therapeutic parenting strategies
- Guide foster parents on medication management
- Facilitate foster parent participation in therapy
- Train foster parents on crisis prevention and home response
- Support behavioral observation and documentation
Documentation:
- Mental health-specific progress notes
- Therapy coordination records
- Medication monitoring logs
- Crisis prevention plans
- Treatment progress documentation
- Regular documentation review with clinical supervisor (office-based)
C. IDD/AUTISM SPECTRUM DISORDER SERVICE COORDINATION
[Applies ONLY to Case Managers with IDD/Autism Service Package children]
Required Training Before Assignment:
- IDD/Autism enhanced treatment model training
- CANS 3.0 assessment training (with developmental considerations)
- 90-day service plan review protocols
- Educational system navigation and IEP/504 support
- RN care plan coordination
Service Planning & Coordination:
- Complete CANS 3.0 assessments every 90 days with developmental adaptations
- Conduct service plan reviews minimum every 90 days with Treatment Director and RN consultation (office-based clinical activity)
- Coordinate licensed therapy services with IDD/Autism specialization (1:12 ratio maintained)
- Coordinate with Registered Nurse for medical consultation and care plans (requires regular in-person collaboration)
- Ensure educational services coordination (IEP/504 plans, special education)
- Track developmental progress and adaptive functioning
Clinical Collaboration:
- Participate in quarterly Program Director/Treatment Director case reviews (office-based)
- Implement Continued Stay Guidelines
- Submit written confirmation of continued appropriateness (within 15 business days to SSCC/DFPS)
- Collaborate with Licensed Therapists specializing in developmental disabilities through regular team meetings
- Coordinate with Behavioral Support Specialists/Mentors trained in IDD/Autism strategies
- Consult with RN on medical needs and care planning (requires immediate accessibility for complex medical situations)
Foster Parent Support:
- Provide comprehensive training on IDD/Autism characteristics and support strategies
- Train on communication systems (AAC, visual schedules, etc.)
- Guide sensory regulation and environmental adaptations
- Support medical care management for complex health needs
- Facilitate school advocacy and IEP/504 participation
- Train on developmental milestone expectations
Specialized Coordination:
- School system navigation and special education advocacy
- Developmental services coordination (Early Childhood Intervention, etc.)
- Medical specialists coordination (neurologists, developmental pediatricians)
- Assistive technology and adaptive equipment
- Community inclusion and recreational programs
- Transition planning for aging out youth with developmental disabilities
Documentation:
- Developmental progress notes
- IEP/504 coordination records
- RN consultation logs (office-based documentation)
- Sensory and behavioral support plans
- Medical care coordination documentation
- Adaptive equipment and assistive technology records
D. SPECIALIZED POPULATION SUPPORT (As Assigned)
[Applies ONLY when Case Manager has children requiring these specific supports]
Pregnant & Parenting Youth Support: [Only when assigned pregnant or parenting youth]
- Coordinate prenatal and postpartum care
- Support parenting education and infant care
- Facilitate childcare arrangements for school attendance
- Coordinate with Maternal Child Health services
Kinship Caregiver Support: [Only when working with kinship placements]
- Navigate kinship-specific verification processes
- Facilitate relative caregiver benefits and supports
- Provide kinship-specific training and resources
- Support permanency with kinship caregivers
Transition Support Services: [Only when assigned youth 14+ approaching adulthood]
- Coordinate Extended Foster Care planning
- Facilitate independent living skills development
- Support education, employment, and housing planning
- Connect youth with community resources for transition
E. SUBSTANCE USE SUPPORT SERVICES COORDINATION
[Applies ONLY to Case Managers with Substance Use Service Package children]
Caseload Ratio: 1:15 (8 points per child in mixed caseload system)
Required Training Before Assignment:
- Substance Use Support Services training (4 hours) per FC-16 Section 4.4
- Non-punitive, recovery-supportive approach training
- Overdose recognition and response
- STAR Health substance use treatment authorization processes
Service Planning & Coordination:
- Complete CANS 3.0 assessments every 90 days with substance use domains
- Conduct service plan reviews minimum every 90 days with Treatment Director consultation
- [CRITICAL] Coordinate weekly therapy minimum requirement
- Initiate STAR Health authorization for comprehensive substance use assessment within 30 days
- Coordinate with substance use treatment providers (outpatient, intensive outpatient, MAT as applicable)
- Monitor recovery progress and treatment engagement
- Track drug screening results as clinical tool (non-punitive documentation)
Clinical Collaboration:
- Participate in treatment team meetings with substance use providers
- Consult with Treatment Director on relapse response and treatment adjustments
- Coordinate with Licensed Therapist providing substance use-informed therapy
- [CRITICAL] Implement non-punitive relapse response per FC-SU-01 Section 14
Foster Parent Support:
- Ensure foster parents complete Substance Use training (4 hours) per FC-16 Section 4.4
- Verify foster home maintains substance-free environment per FC-SU-01 Section 7.4
- Train foster parents on:
- Recognizing signs of substance use/intoxication
- Relapse warning signs and triggers
- Non-punitive, supportive response to relapse
- When and how to contact crisis support
- Medication storage and administration (if MAT)
- Support foster parents through relapse events without blame
Crisis Response (Substance-Related):
- [MEDICAL EMERGENCY] Coordinate immediate 911 response for overdose or severe withdrawal
- Follow FC-04 Crisis Management Procedure Section 4 for substance-related crises
- Implement non-punitive relapse response protocol
- Coordinate with Treatment Director and substance use treatment provider post-crisis
- Update Service Plan within 3 business days of relapse event
Documentation:
- Recovery progress notes
- Substance use treatment coordination records
- Drug screening results and clinical interpretation
- Relapse response documentation (non-punitive framing)
- MAT coordination records (if applicable)
- Foster home substance-free environment verification
Cross-Reference: FC-SU-01 Substance Use Support Services Policy; FC-04 Crisis Management Procedure Section 4
F. SHORT-TERM ASSESSMENT SUPPORT SERVICES COORDINATION
[Applies ONLY to Case Managers with Short-Term Assessment Service Package children]
Caseload Ratio: 1:12 (10 points per child in mixed caseload system)
Required Training Before Assignment:
- Short-Term Assessment training (4 hours) per FC-16 Section 4.5
- Assessment coordination and documentation
- Transition planning and communication
- Unknown history crisis considerations
Placement Timeline Management:
- Standard Assessment: Maximum 30 days
- Extended Assessment: Maximum 45 days (with SSCC/DFPS approval for complex cases)
- Track timeline from Day 1; escalate timeline concerns to Program Director by Day 20
Assessment Coordination:
- Coordinate comprehensive assessment activities within timeline:
- Medical/dental screening (within 72 hours)
- CANS 3.0 initial assessment (within 14 days)
- Educational assessment coordination
- Behavioral observation and documentation
- Trauma history gathering (as information becomes available)
- Facilitate Licensed Therapist assessment activities
- Coordinate STAR Health assessments and authorizations
- Compile assessment findings for Service Package recommendation
Initial 48-Hour Enhanced Coordination:
- Check in with foster parent daily during first 48 hours
- Gather behavioral observations for expedited Personal Safety Plan
- Assess need for clinical consultation based on early observations
- Begin identifying potential crisis triggers from limited available history
- [CRITICAL] Develop preliminary Personal Safety Plan within 72 hours
Service Planning (Assessment-Focused):
- Develop assessment-focused Service Plan within 7 days (vs. standard 30 days)
- Focus on assessment objectives rather than long-term treatment goals
- Document all observations systematically for transition
- Update plan as assessment information emerges
Clinical Collaboration:
- Coordinate with Licensed Therapist on assessment activities (1:12 ratio)
- Consult with Treatment Director on emerging clinical concerns
- Participate in assessment staffings
- Contribute to Service Package recommendation determination
Foster Parent Support:
- Ensure foster parents complete Short-Term Assessment training (4 hours) per FC-16 Section 4.5
- [CRITICAL] Verify foster home capacity (maximum 4 STASS children per home)
- Train foster parents on:
- Observation and behavioral documentation
- Supporting children through assessment process
- Managing uncertainty with unknown histories
- Transition preparation
- Collect daily observations during initial period
Transition Coordination:
- [CRITICAL] Complete comprehensive Transition Summary documenting:
- All assessment findings
- Behavioral observations and patterns
- Crisis history and effective interventions
- Trigger identification
- Recommended Service Package with rationale
- Communicate directly with receiving Case Manager
- Ensure seamless information transfer per FC-STASS-01 Section 11
- Coordinate placement transition logistics
Crisis Response (Assessment Period):
- Follow FC-04 Crisis Management Procedure Section 5 for STASS-specific protocols
- Document all crisis information thoroughly for transition
- Note effective and ineffective interventions
- Include crisis patterns in Service Package recommendation
Documentation:
- Daily observation logs (first 48 hours)
- Assessment activity tracking
- Timeline compliance monitoring
- Behavioral pattern documentation
- Transition Summary (comprehensive)
- Service Package recommendation with supporting evidence
Cross-Reference: FC-STASS-01 Short-Term Assessment Support Services Policy; FC-04 Crisis Management Procedure Section 5
G. T3C TREATMENT FOSTER FAMILY CARE COORDINATION
[Applies ONLY to Case Managers with Treatment Foster Family Care Service Package children]
Caseload Ratio: 1:6 (20 points per child in mixed caseload system)
Required Training Before Assignment:
- Treatment Foster Family Care training - clinical components
- High-acuity population management
- 60-day review processes
- Step-down planning and coordination
- Psychiatric emergency response coordination
Population Characteristics:
Children in TFFC have serious mental, emotional, or behavioral challenges requiring:
- Concentrated therapeutic services
- Intensive behavioral interventions
- Close clinical monitoring
- Active step-down planning toward less restrictive placement
Service Planning & Coordination:
- Complete CANS 3.0 assessments every 90 days
- [CRITICAL] Conduct Service Plan reviews every 60 days (vs. standard 90 days)
- Coordinate intensive therapy services (weekly minimum; 1:11 therapist ratio)
- Coordinate Behavioral Support Specialist services (1:6 ratio)
- Monitor treatment progress toward step-down readiness
- [CRITICAL] Track 365-day maximum length of service; begin step-down planning early
60-Day Continued Stay Review Process:
- Prepare comprehensive 60-day review documentation including:
- CANS 3.0 progress analysis
- Treatment goal progress
- Crisis frequency and pattern analysis
- Behavioral trend data
- Step-down readiness indicators
- [CRITICAL] Coordinate with Program Director AND Treatment Director for joint review
- Obtain written confirmation of continued appropriateness
- Submit documentation to SSCC/DFPS within 15 business days
Clinical Collaboration:
- [CRITICAL] Coordinate with On-Call Licensed Therapist (24/7 availability requirement)
- Participate in intensive treatment team meetings (more frequent than standard packages)
- Consult with Treatment Director on all clinical decisions
- Collaborate with Behavioral Support Specialist on behavior plan implementation
- Coordinate psychiatric services and medication management
Foster Parent Support:
- [CRITICAL] Ensure foster parents complete 20-hour specialized TFFC training per TAC §749.863(c) and FC-16 Section 4.6
- [CRITICAL] Verify foster home capacity (maximum 2 TFFC children per home)
- Provide enhanced support given high-acuity population:
- More frequent contact (minimum weekly)
- Proactive crisis prevention planning
- Respite coordination
- Vicarious trauma support
- Train foster parents on:
- Managing high-acuity behaviors
- Implementing intensive behavior support plans
- Recognizing psychiatric emergencies
- Treatment team participation expectations
- Ensure 8-hour annual specialized training completion
Crisis Response (High-Acuity):
- [CRITICAL] Contact On-Call Licensed Therapist for ALL crises (T3C Blueprint p.138 requirement)
- Follow FC-04 Crisis Management Procedure Section 6 for TFFC-specific protocols
- Coordinate psychiatric emergency response when indicated
- Document crisis patterns for 60-day review integration
- Assess crisis impact on step-down readiness
Step-Down Planning:
- Begin step-down planning discussions by Day 180 (6 months)
- Identify step-down Service Package based on progress
- Coordinate transition with receiving program/agency
- Ensure therapeutic gains maintained through transition
- [CRITICAL] Complete step-down before 365-day maximum unless extension approved
Documentation:
- Intensive progress notes (more detailed than standard)
- 60-day review documentation package
- Crisis pattern analysis
- Step-down planning records
- Treatment team meeting notes
- On-Call Licensed Therapist consultation logs
- Written continued stay confirmations
Cross-Reference: FC-TFFC-01 T3C Treatment Foster Family Care Support Services Policy; FC-04 Crisis Management Procedure Section 6; FC-CSR-01 Continued Stay Review Policy
H. SERVICE PACKAGE VARIATION STATEMENT
Service Package Variation Notice: Responsibilities within each T3C Service Package may vary based on individual child needs, regulatory updates, and CQI findings. Case Managers should consult the applicable umbrella policy (FC-SU-01, FC-STASS-01, FC-TFFC-01, FC-MH-01, FC-IDD-01) and corresponding procedures for detailed requirements. Training per FC-16 Staff and Caregiver Training Policy must be completed before assuming package-specific responsibilities.
QUALIFICATIONS
Required Education and Experience
- Bachelor's degree in social work, psychology, or related human services field
- Minimum 1 year experience in child welfare or related field
- [T3C] Knowledge of Service Package requirements and expectations
- Demonstrated ability to work effectively in team-based collaborative environments
Required Knowledge and Skills
- Understanding of child development and trauma impacts
- [TBRI] Knowledge of trauma-informed care principles
- Strong assessment and case planning skills
- Excellent written and verbal communication
- [T3C] Ability to manage varying caseload complexities
- Computer proficiency for documentation systems
- Crisis intervention and de-escalation skills
- Effective interpersonal skills for clinical team collaboration
- Ability to balance field and office responsibilities effectively
Preferred Qualifications
- Master's degree in social work or related field
- [T3C] Experience with specific Service Packages
- Bilingual capabilities (Spanish/English)
- Experience with CANS assessment tool
- Background in mental health, developmental disabilities, or specialized populations
ADDITIONAL REQUIREMENTS
Core Requirements (All Case Managers)
- [T3C] Must be an actual employee (this function cannot be contracted)
- Must be available to work on-site at agency offices when not conducting field activities
- Complete all required training including:
- [TBRI] Trust-Based Relational Intervention within 90 days
- [T3C] Service Package specific training (as applicable to caseload)
- Minimum Standards required training (including Trauma-Informed Care and Human Trafficking)
- CPR and First Aid certification
- Pass comprehensive background checks and drug screening
- Maintain valid driver's license and automobile insurance
- Ability to be on-call for emergencies on rotating basis
- [T3C] Complete training in agency's Evidence-informed Treatment Model
Service Package-Specific Training Requirements
Training will be provided before assignment of Service Package-specific responsibilities:
For Mental & Behavioral Health assignments:
- Mental & Behavioral Health Crisis Response Enhancement (4 hours)
- Mental health treatment model training
- Enhanced CANS training for mental health
- Psychiatric emergency protocols
For IDD/Autism assignments:
- IDD/Autism Crisis Response Enhancement (4 hours)
- Developmental disabilities treatment model training
- Enhanced CANS training for developmental considerations
- RN coordination protocols
- Educational advocacy training
Annual Requirements:
- 8-hour crisis management refresher (if applicable)
- Service Package-specific continuing education
- Competency assessments for specialized functions
Physical Requirements
- Ability to travel extensively to foster homes, schools, courts
- Capable of transporting children safely
- Ability to lift up to 50 pounds (car seats, child equipment)
- Mental and emotional resilience for challenging situations
- Physical capability for crisis response (if assigned Crisis Management function)
- Ability to maintain consistent office presence when not conducting field activities
Working Conditions
- Combination of field and office work requiring regular presence at agency location
- Regular travel throughout service area
- Some evening and weekend work required
- Exposure to crisis situations
- Fast-paced environment with statutory deadlines
- Collaborative team environment requiring in-person coordination
- [If assigned Crisis Management function]: 24/7 on-call availability on rotating schedule with response within established timeframes
SUPERVISION AND SUPPORT
Direct Supervision
Regular Office-Based Supervision:
- Regular supervision from Program Director (weekly minimum for complex Service Package cases)
- Access to Treatment Director for clinical consultation (requires office presence for immediate consultation capability)
- Weekly individual supervision for complex cases
- Participation in team case staffings (in-person attendance required)
Specialized Support (When Applicable)
- Weekly crisis management supervision (if serving Crisis Management function) - office-based
- Monthly Service Package-specific consultation with Treatment Director - office-based
- Peer support groups - in-person participation
- 24/7 backup coverage for crisis situations (requires established relationships with backup team)
- Access to specialized training and resources
- Vicarious trauma support and self-care consultation - office-based
COMPENSATION AND BENEFITS
Compensation commensurate with education, experience, and Service Package assignments. Additional considerations for:
- Crisis Management on-call responsibilities
- Specialized Service Package expertise
- Advanced credentials and training
- Bilingual capabilities
POSITION SUMMARY
This job description reflects the flexible, specialized nature of case management within the T3C service delivery model. Responsibilities will be tailored to individual caseload composition, with appropriate training and support provided for all specialized functions.
This is an in-person position requiring consistent office presence when not conducting field-based case management activities. The clinical nature of child welfare services, the interdisciplinary treatment team approach required by T3C Service Packages, and the immediate access needs for supervision and crisis coordination make this role unsuitable for remote work arrangements.
Success in this position requires strong collaboration skills, effective time management to balance field and office responsibilities, commitment to trauma-informed practice, and dedication to working as part of an integrated clinical team to achieve positive outcomes for vulnerable children and families.
Date: _______________
Employee Acknowledgment: _______________
Supervisor Acknowledgment: _______________