Integrated Case Manager

Job Description

Job Description

We're looking for a passionate Full-Time Financial Case Manager to join our team!

Schedule: Monday - Friday, 8a-5pm (Not a Remote Position)

Pay Range: $23-$25/hr

About Our Organization 

This position supports one of the trusted behavioral health programs within the Advanced Recovery Systems family. Advanced Recovery Systems is the parent organization of The Recovery Village, Promises Behavioral Health, The Right Step, and The Ranch, bringing together established treatment brands with a shared commitment to expanding access to high-quality, evidence-based addiction and mental health care. 

While you may work primarily with a specific facility or brand, you will be part of a larger, growing organization focused on improving patient outcomes, supporting our employees, and strengthening the communities we serve. 

Advanced Recovery Systems is an integrated behavioral healthcare management company dedicated to the treatment of addiction, substance abuse, and mental health issues.  We put behavioral health front and center, providing assistance to people with substance abuse issues, addictions and mental health concerns.

With facilities in various regions of the U.S., we have been furthering this mission since our inception, applying our advanced approach to patient care.

Every facility in the Advanced Recovery Systems network strives to provide the highest quality of care, using evidence-based therapeutic models that really work. Our goal is to help men and women live healthy, happy lives without the burden of substance abuse or mental illness.

The Integrated Case Manager (ICM) provides comprehensive, patient-centered services throughout the patient's treatment episode by integrating financial counseling, insurance and patient financial responsibility, discharge planning, aftercare coordination, employment and leave-related support, resource coordination, and continuity of-care activities into one accountable role.

Each Integrated Case Manager is accountable for the complete integrated case management workflow for assigned patients. Responsibilities are not separated into financial and traditional case management assignments; each ICM is expected to identify, address, document, and follow through on the patient's financial, discharge, aftercare, employment, legal, and other case management needs within the scope of the position.

Core Job Duties:

• Meet with assigned patients within established organizational timeframes, complete the required initial contact, and take ownership of the complete integrated case management workflow throughout the treatment episode.
• Complete required case management and discharge-needs assessments; identify financial, insurance, discharge, aftercare, employment, legal, and other barriers; develop an individualized Case Management Discharge Plan (CMDP); and review and update the CMDP at least weekly or sooner when patient needs change.
• Educate patients and responsible parties regarding insurance benefits, patient financial responsibility, billing expectations, and available payment options.
• Review and validate insurance coverage and patient financial responsibility using approved systems, payer portals, Revenue Cycle resources, and direct payer communication when necessary.
• Monitor coverage throughout treatment and address coverage changes, lapses, coordination-of-benefits issues, or financial barriers that may affect treatment or continuity of care.
• Collect applicable private-pay fees, copays, deductibles, and other patient responsibility and establish approved payment arrangements in accordance with organizational policy.
• Maintain accurate and timely financial documentation in Avatar, including CEFE information, guarantor order, collections, payments, payment arrangements, financial counseling, and patient or responsible party communication.
• Conduct ongoing discharge and aftercare planning; review the plan with the patient; coordinate direct warm handoffs; confirm follow-up appointments before discharge when applicable; obtain patient feedback; and document the final plan in Avatar. Services may include behavioral health, substance use disorder, medical, psychiatric, MAT, outpatient, and other providers as appropriate.
• Collaborate with Business Development, referents, payors, outpatient services, and community providers and document required communication in approved systems, including Avatar and Salesforce, as applicable.
• Coordinate the administrative components of FMLA, short-term disability, state-paid leave, and return-to-work requests, including intake, tracking, patient communication, completion of non-medical sections, and timely routing. Coordinate medical certification and clinical documentation with the Patient Services Coordinator and appropriate provider and do not complete medical sections outside the scope of the position.
• Ensure aftercare plans, CMDP documentation, discharge folders, referrals, appointments, required letters, and patient resources are complete, accurate, and patient-ready.
• Participate in treatment team meetings and communicate relevant financial, discharge, aftercare, and patient-barrier information necessary to support treatment planning and continuity of care.
• Coordinate with fellow Integrated Case Managers regarding treatment-team attendance, patient intakes, workload distribution, coverage needs, daily huddles, and handoff processes to support efficient workflow and prevent missed responsibilities.
• Collaborate with Revenue Cycle Management, Admissions, Utilization Review, Clinical Leadership, and other departments to resolve financial, insurance, discharge, or continuity-of-care barriers.
• Meet established integrated performance expectations across initial patient contact, weekly CMDP follow-up, financial counseling and collections, leave-related requests, appointment coordination, warm handoffs, aftercare completion, and timely documentation; proactively addressing outstanding patient needs.
• Escalate significant financial, coverage, discharge, documentation, patientcare, or workflow barriers to appropriate leadership when resolution falls outside the scope of the position.
• Maintain competency in all Integrated Case Management responsibilities through required education, cross-training, and ongoing professional development.

OTHER REQUIRD TASKS:

• Develop and maintain proficiency in Heather AI and other approved documentation systems, ensuring accurate and timely entry into the electronic medical record.
• Support patient de-escalation using approved techniques and maintain appropriate professional boundaries.
• Communicate significant patient developments, risks, barriers, and operational concerns to the appropriate supervisor or treatment team member in a timely manner.
• Attend required treatment team, case management, operational, and individual check-in meetings.
• Accept and incorporate supervisory feedback and adapt to changing workflow, patient, and site needs.
• Track and support quality and performance expectations established by leadership.  
• Maintain strict confidentiality and compliance with HIPAA, state, federal, accreditation, and organizational requirements.
• Perform other duties assigned to support patient care and organizational operations.

Requirements

• Bachelors’ Degree in health-related field, Finance/Accounting or Medical Management office experience preferred. Minimum high school diploma .

• Minimum one- or two-years’ experience, preferred experience in the medical, behavioral healthcare or financial field .
• Familiar with community resources and proficient in providing, discussing, and resolving financial issues and policies.

Benefits

We offer great benefits including 401(k), paid time off plan, medical, dental, vision, and much more.

The Company complies with state and federal nondiscrimination laws and policies that prohibit discrimination based on age, color, disability, national origin, race, religion, or sex. It is unlawful to retaliate against individuals or groups based on the basis of their participation in a complaint of discrimination or on the basis of their opposition to discriminatory practices/EEO

We are proud to be a drug-free workplace.