PLEASE NOTE THAT THIS POSITION WILL INITIALLY BE PART-TIME, WITH THE OPPORTUNITY TO TRANSITION TO FULL-TIME AS THE COMPANY GROWS.
Location: Arlington, Texas
Job Type: Part-time, On-Site
Reports To: Licensed Child Care Administrator/Program Director
Schedule: Monday through Friday, with occasional evenings, weekends, or on-call responsibilities as needed
Position Summary
We are seeking a dependable, organized, and compassionate Case Manager to coordinate services for children and adolescents residing in our Residential Treatment Center.
The Case Manager will serve as the primary point of coordination between each child, the child’s family or managing conservator, DFPS or the applicable Single Source Continuum Contractor, therapists, medical providers, schools, attorneys, court representatives, residential staff, and other members of the treatment team.
This is an on-site position with significant responsibility for maintaining complete child files, scheduling and coordinating service-plan meetings, arranging appointments, monitoring deadlines, documenting progress, and helping ensure that each child receives the services outlined in their individualized service plan.
Essential Duties and Responsibilities:
Case Management and Service Planning
- Manage an assigned caseload of children and maintain regular contact with each child.
- Review placement documentation, assessments, medical information, education records, court orders, safety plans, and other relevant records upon admission.
- Coordinate the completion and implementation of preliminary, initial, updated, and discharge service plans.
- Work with therapists, caregivers, nurses, administrators, families, caseworkers, medical providers, and other professionals to identify each child’s physical, emotional, behavioral, educational, medical, dental, and developmental needs.
- Monitor each child’s progress toward service-plan goals and recommend updates when the child’s needs or circumstances change.
- Ensure staff members who work with the child understand relevant service-plan goals, supervision requirements, safety plans, restrictions, appointments, and follow-up responsibilities.
- Identify unmet needs and make timely referrals to appropriate community and professional resources.
Meetings and Notifications
- Schedule and coordinate initial service-plan meetings, service-plan reviews, treatment-team meetings, discharge meetings, staffing meetings, and other required conferences.
- Prepare and send required meeting notices within applicable timeframes, including providing at least 14 days’ advance notice when required.
- Invite and coordinate participation from parents, managing conservators, DFPS or SSCC representatives, therapists, medical professionals, school personnel, caregivers, attorneys, court-appointed representatives, and other required participants.
- Prepare agendas, gather supporting documents, record attendance, take meeting notes, obtain required signatures, and distribute completed plans or meeting summaries.
- Follow up with individuals who do not respond to meeting notices and document all attempts to obtain participation.
Child Records and Documentation
- Maintain organized, accurate, current, and audit-ready physical and electronic files for every child on the assigned caseload.
- Complete case notes and document significant contacts, appointments, meetings, incidents, behaviors, services, progress, concerns, and follow-up actions.
- Track missing, expired, or incomplete documentation and obtain corrections promptly.
- Maintain admission documents, placement agreements, service plans, medical and dental records, immunization records, education records, court documents, consents, medication information, incident reports, family-contact records, and discharge documents.
- Review files regularly for compliance with Texas Minimum Standards, DFPS or SSCC contractual requirements, facility policies, and applicable T3C requirements.
- Prepare files and requested documentation for licensing inspections, contract monitoring, internal audits, investigations, and quality-assurance reviews.
- Protect confidential information and release records only to properly authorized individuals.
Medical, Dental and Behavioral-Health Coordination
- Schedule medical, dental, vision, psychiatric, psychological, therapy, and other required appointments.
- Coordinate transportation and, when assigned, safely transport children to appointments, court hearings, school meetings, family visits, and other approved activities.
- Ensure required consent documents, identification, medical information, medication lists, and appointment paperwork accompany the child.
- Obtain appointment summaries, recommendations, prescriptions, follow-up instructions, and supporting documentation after each visit.
- Communicate relevant recommendations to authorized staff members and ensure required follow-up appointments or services are scheduled.
- Work with nursing and medication-trained staff to help maintain accurate health-related documentation without independently performing duties that require a medical license.
Communication and Advocacy
- Maintain professional communication with children, families, managing conservators, caseworkers, therapists, schools, courts, attorneys, medical providers, residential staff, and community partners.
- Provide timely updates concerning the child’s progress, appointments, significant incidents, service needs, and placement concerns.
- Advocate for services and resources that support each child’s safety, stability, permanency, education, health, and emotional well-being.
- Assist children in understanding and participating in their service plans in a developmentally appropriate manner.
- Help resolve service-delivery barriers and elevate unresolved concerns to the Program Director or Administrator.
- Participate in multidisciplinary treatment-team meetings and contribute information relevant to the child’s care.
Admission, Transition and Discharge
- Assist with the admission process and verify that required placement and consent documents have been received.
- Help orient newly admitted children to the facility, their rights, available services, schedules, expectations, and complaint procedures.
- Coordinate transition and discharge planning with the treatment team, family, caseworker, school, medical providers, and receiving placement.
- Ensure discharge summaries, medication information, appointments, personal documents, education records, belongings, and other required materials are prepared and transferred appropriately.
- Document placement changes, discharges, transfers, interruptions in service, and aftercare referrals.
Compliance and Team Responsibilities
- Follow Texas Minimum Standards for General Residential Operations, DFPS and SSCC requirements, applicable T3C standards, facility policies, and all reporting requirements.
- Immediately report suspected abuse, neglect, exploitation, policy violations, or threats to child safety through the required reporting channels.
- Participate in staff meetings, case consultations, training, quality-assurance activities, and corrective-action planning.
- Maintain required certifications and complete all pre-service and annual training.
- Assist residential staff during urgent situations when needed while maintaining the primary responsibilities of the case-management role.
- Perform other reasonable case-management and program duties assigned by the Administrator or Program Director.
Required Qualifications
- Bachelor’s degree in social work, psychology, counseling, sociology, criminal justice, child development, human services, or a closely related field.
- At least one year of experience in child welfare, foster care, behavioral health, residential treatment, case management, juvenile services, or a related setting.
- Strong organizational, documentation, communication, and time-management skills.
- Ability to manage multiple deadlines, appointments, meetings, and child records simultaneously.
- Ability to communicate professionally with children, families, caseworkers, medical professionals, therapists, attorneys, school personnel, and regulatory representatives.
- Working knowledge of trauma-informed care and the needs of children who have experienced abuse, neglect, family separation, behavioral challenges, or mental-health concerns.
- Proficiency with Microsoft Office, email, electronic recordkeeping systems, and virtual-meeting platforms.
- Valid Texas driver’s license, reliable transportation, acceptable driving record, and ability to meet the facility’s vehicle-insurance requirements.
- Ability to pass all required criminal-history, central-registry, reference, employment-history, and other background checks.
- Ability to maintain confidentiality and exercise sound professional judgment.
Preferred Qualifications
- Two or more years of experience in a Texas RTC, GRO, emergency shelter, foster-care program, child-placing agency, or similar residential childcare environment.
- Previous experience working with DFPS, Community-Based Care contractors, SSCCs, court systems, or Texas Child-Centered Care requirements.
- Experience developing individualized service plans, preparing monthly reports, coordinating treatment-team meetings, and maintaining audit-ready child files.
- Current CPR and First Aid certification.
- Training in trauma-informed care, crisis intervention, behavior management, psychotropic medication, medical consent, transportation safety, and recognizing and reporting abuse and neglect.
Physical and Work Requirements
- Ability to work primarily on-site in a residential childcare environment.
- Ability to sit, stand, walk, use a computer, maintain written and electronic records, and travel to appointments and meetings.
- Ability to safely operate a motor vehicle and transport children when assigned.
- Ability to respond calmly and professionally during stressful, emotionally sensitive, or urgent situations.
- Ability to work occasional evenings, weekends, holidays, or on-call hours when required by the needs of the children or program.
Important Role Boundary
The Case Manager coordinates and monitors services but does not replace the child’s therapist, psychiatrist, nurse, or other licensed treatment provider. Clinical counseling, diagnoses, medical decisions, and other licensed services may only be performed when the employee has the appropriate professional license and authorization
Pay: Up to $25,000.00 per year
Work Location: In person
