Waiver Case Manager

Job Description

Job Description

Position Overview

The Waiver Case Manager provides comprehensive, person-centered case management services to individuals receiving Minnesota waiver services. This role ensures compliance with all applicable  state, county, and federal regulations while advocating for client needs, coordinating services, and maintaining accurate and timely documentation.

The ideal candidate is organized, responsive, culturally competent, and able to manage a dynamic caseload while meeting documentation, billing, and communication standards.

Key Responsibilities

1. Client Services & Case Management

• Conduct intake interviews and eligibility reviews for prospective clients.
• Complete comprehensive assessments, social histories, and required diagnostic documentation.
• Initiate client contact within five (5) business days of assignment and complete an initial face-to-face visit within ten (10) business days .
• Develop, implement, and regularly update individualized service plans in collaboration with clients and interdisciplinary teams (IDTs).
• Serve as a client advocate, ensuring client rights, informed choice, cultural responsiveness, and ethical service delivery.
• Assist clients in identifying, accessing, and coordinating medical, social, financial, educational, and waiver services.
• Facilitate or participate in IDT meetings and ensure appropriate coverage if unable to attend.
• Monitor service effectiveness and recommend adjustments as client needs evolve.

2. Documentation, Compliance & Communication

• Maintain accurate, complete, and timely case notes documenting all client-related activities.
• Obtain and renew Consent for Release of Information every six (6) months.
• Provide required notices (e.g., Notice of Privacy Practices, county grievance forms) at intake and required intervals, ensuring proper documentation.
• Maintain organized and audit-ready client files in accordance with MNCCS and county standards.
• Review incoming documents within required timelines and complete all follow-up actions promptly.
• Respond to phone messages within three (3) business days and maintain appropriate voicemail messaging.
• Review and respond to emails daily, prioritizing urgent matters same day.

3. Billing & Productivity Expectations

• Accurately track and record all billable and non-billable activities in compliance with waiver billing rules.
• Meet organizational productivity standards, including maintaining at least 34 billable work hours per week .
• Review client budgets monthly and notify the supervisor of concerns or discrepancies.
• Submit required admission, discharge, and status-change documentation to supervisors and billing staff in a timely manner.
• Maintain daily task trackers reflecting work activity and billing compliance.

4. Administrative & General Duties

• Submit expense and mileage reimbursement requests accurately and within required timelines.
• Attend required staff meetings and review meeting minutes if absent.
• Maintain current auto insurance documentation as required by MNCCS.
• Prepare and provide casebooks for audits when requested.
• Perform other job-related duties as assigned by supervision or leadership.

Position Requirements & Work Conditions

• Valid driver’s license and ability to meet MNCCS insurance requirements.
• Reliable transportation for required job duties.
• Daily local travel within assigned service areas.
• Inability to maintain driving eligibility may result in reassignment if available.

General Qualifications

Required

• Minimum two (2) years of full-time professional experience working with vulnerable populations.
• Strong organizational, communication, and documentation skills.
• Ability to manage deadlines, caseloads, and regulatory requirements.

Preferred

• Multilingual abilities strongly preferred, including:
  • Spanish
  • Hmong
  • Burmese
  • Karen

Role-Specific Classification

Case Manager

• Education: Bachelor’s degree in human services, social work, psychology, sociology, or related field.
• Experience: Less than two (2) years of post-degree professional social services experience.

Senior Case Manager

• Education: Bachelor’s degree in human services, social work, psychology, sociology, or related field.
• Experience:
  • One (1) year of waiver case management experience OR
  • Three (3) years of full-time case management or comparable social services experience OR
  • Other qualifying credentials approved by MNCCS.

Equal Employment Opportunity

Minnesota Care Counseling Services is an equal opportunity employer. Employment decisions are based on qualifications, merit, and organizational needs. Reasonable accommodations are available upon request.