Job Title: Case Manager
Location: Federal Injury Center Richmond (Henrico, VA)
Job Type: Part-time / Full-time
About Us
Federal Injury Center Richmond is where innovation meets compassion in federal workplace injury rehabilitation. We specialize in helping injured federal employees recover, regain confidence, and return to work through a collaborative, multidisciplinary approach.
Our team thrives in a fast-paced, purpose-driven environment where professionalism, teamwork, and patient-centered care are at the core of everything we do.
About the Role
The Case Manager is the trusted human at the center of each patient’s journey and the owner of their claim from first contact to final benefit. This is a broad, high-ownership role: the same professional who builds the relationship with an injured federal employee also strategizes the claim, assembles every form and packet, gathers the medical evidence and coordinates the narrative reports that prove the case, and tracks the whole thing to acceptance. In a process that is often long, frustrating, and high-stakes for the patient, this is the person who makes sure nothing falls through the cracks. It is the role that earns the Federal Injury Center of Richmond its reputation, one patient at a time.
What You’ll Do
- Serve as the primary point of contact for an assigned panel of patients throughout their entire claim and care journey.
- Drive claim strategy for each case by determining which forms to file, in what sequence, and what evidence is needed to position the claim for acceptance.
- Prepare and assemble complete, compliant OWCP claim packets, including CA-1, CA-2, CA-2a, CA-7, CA-17, CA-20, and OWCP-915.
- Review every file for missing documentation, inconsistencies, or gaps and resolve them before submission.
- Track submission confirmations and manage ongoing OWCP correspondence tied to each packet.
- Gather and organize medical records, and coordinate physician narrative reports so they address the specific points OWCP requires to prove causation and impairment.
- Facilitate impairment ratings, IME referrals, and causation letters in coordination with the clinical team.
- Manage incoming and outgoing medical-records requests and releases in full compliance with HIPAA.
- Track outstanding records and reports so claims are never delayed waiting on evidence.
- Track deadlines, claim status, and next actions across the full caseload with rigorous, proactive follow-up.
- Guide patients through each step, explaining the process clearly and reducing the anxiety that comes with a federal claim.
- Identify when conditions should be expanded, when recurrences should be filed, and when cases should be reopened.
- Coordinate with the Authorization Coordinator so treatment stays continuously authorized, and hand off denied or disputed claims to the Appeals & Reconsideration Specialist with a clean, organized evidence record.
- Receive patient concerns and complaints, document them accurately, and route them to the proper owner without adjudicating issues outside the role.
- Maintain complete, audit-ready, HIPAA-compliant case files in the EHR/case-management system, and support internal audits and quality reviews.
- Stay current on changes to OWCP forms, filing requirements, and procedures.
- Help identify patients whose stories may support testimonials, in coordination with Compliance for proper authorization.
What We’re Looking For
- 1+ years of claims or case-management experience (OWCP/FECA experience a strong plus, with a commitment to mastering the federal system).
- Meticulous attention to detail, comfortable owning both the relationship and the paperwork without letting either slip.
- Outstanding organization and the ability to juggle many active cases at different stages without dropping detail.
- Genuine empathy and patience for people navigating injury, recovery, and bureaucracy at once.
- Clear, reassuring communication across phone, email, and in person.
- Familiarity with medical terminology and clinical documentation standards.
- Familiarity with HIPAA records-release requirements and the handling of medical-records requests.
- A proactive ownership mindset and comfort with EHR/case-management software.
Pay: $20.00 - $24.00 per hour
Benefits:
- Flexible schedule
- Paid time off
Work Location: Hybrid remote in Henrico, VA 23229
