Assistant Program Manager

Job Description

Job Description

Description:

Assistant Program Manager

Department: South (

Reports To: Director of Adult and Youth Case Management Services

FLSA Classification: Exempt

About Primary Health Solutions

Our Mission

We meet people where they are and partner with them on their journey towards wellness.

Our Vision

The destination for servant leaders to provide comprehensive and exceptional care.

Our Values

R – Respect

I – Innovation

S – Stewardship

E – Excellence

Assistant Program Manager Summary

The Assistant Program Manager of Adult Traditional Case Management (APMOATCM) is tasked with providing leadership, structure, and operational oversight to case management staff while ensuring the effective delivery of services within the program. This role is responsible for maintaining strong communication with the Director of Team Operations, keeping leadership informed of team

performance, service delivery, and program needs. In addition, the position represents the program within the community and collaborates with external agencies to support continuity of care and strengthen partnerships. In alignment with a client-centered approach, the Assistant Program Manager also provides Community Psychiatric Support Treatment (CPST) interventions to individuals aged 18 and older with complex service needs. This includes developing collaborative, goal-oriented treatment plans with clients and supporting progress toward achieving those goals.

The APMOATCM works under the direct reporting of the Director of Adult and Youth Case Management and in guidance / collaboration with other PHS Leaders.

A Day in the Life

• Provide operational leadership for Adult Traditional Case Management, including oversight of daily operations, facilitation of team and treatment planning meetings, and coordination of services to meet evolving client needs.

• Ensure staff performance and productivity, including supervision of caseload management, enforcement of productivity standards, and oversight of timely, accurate documentation in alignment with agency requirements.

• Maintain program quality and compliance by completing clinical audits, peer reviews, staff evaluations, and required approvals (timecards, mileage), ensuring adherence to organizational standards.

• Support program continuity through regular in-office presence and availability to provide operational coverage as needed.

• Oversee ongoing client assessment and monitoring, ensuring effective symptom management and support toward improved functioning.

• Provide and coordinate crisis intervention services to address acute client needs.

• Coach and mentor staff to strengthen performance in time management, productivity, complex case management, and crisis response.

• Promote client-centered care by facilitating access to community resources, coordinating services, and advocating across providers.

• Deliver and support CPST services, including development of collaborative treatment plans and interventions that promote recovery, self-sufficiency, and community integration.

• Maintain required productivity standards, including a minimum of 540 monthly billable minutes (10% requirement).

• Ensure documentation excellence, achieving at least a 90% average on clinical record reviews and meeting all required timelines for service notes, plans, updates, and compliance documentation.

• Oversee required assessments and reporting, including BASIS-24, Perception of Care surveys, discharge summaries, and incident reports.

• Maintain accurate clinical records in accordance with the Clinical Records Manual and regulatory standards.

• Demonstrate proficiency in agency systems and actively participate in required meetings, case reviews, and team communications.

Supervisory Responsibilities

The Assistant Program Manager serves as a key resource and liaison for Adult Traditional Case Management staff, supporting recruitment, onboarding, and ongoing staff development while promoting a team-based approach to client care and systemic problem-solving. This role ensures continuity of services by assisting with coverage needs, leading and participating in prescriber case conferences, and maintaining regular communication with leadership regarding team performance, challenges, and outcomes. The position provides coaching and mentorship to staff in productivity, crisis intervention, and complex case management, while also supporting conflict resolution between clients and staff when needed. Additionally, the role represents

the program in community settings, facilitates coordination with external partners, and oversees critical administrative functions including staff evaluations, civil commitment processes, productivity standards, and compliance with timely, accurate documentation in alignment with agency guidelines.

Core Competencies

• Serve as a resource and liaison for Adult Traditional Case Management staff, supporting recruitment, onboarding, staff training, and ongoing knowledge of community resources.

• Promote a team-based approach to client care, addressing complex client needs, systemic concerns, and service coordination.

• Ensure continuity of care by assisting with coverage for client appointments during staff absences.

• Lead and participate in Adult Prescriber Case Conferences, ensuring coordination of clinical care across disciplines.

• Communicate team performance and needs to leadership, providing regular updates on progress, challenges, and outcomes.

• Coach and mentor staff in productivity, crisis intervention, and complex case management, while supporting conflict resolution as needed.

• Represent the program I community settings, including participation in ADAMHS meetings to support coordination and client advocacy.

• Complete staff evaluations and performance reviews in accordance with PHSstandards.

• Oversee civil commitment processes, coordinating documentation, ensuring timely prescriber notification, and supporting staff awareness of procedures and court requirements.

Success Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience

Experience providing case management to adults with severe and persistent mental illness and dual diagnosed populations. A Bachelor’s degree in counseling, social work, human services or a related field or an Associate’s degree in human services or a related field with at least 3 years of experience working in the field.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. The ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

To perform this job successfully, an individual should have the ability to gain knowledge of current practice management system, electronic medical record, Microsoft Word, text paging, Internet, and Intranet.

Certificates, Licenses, Registrations

Clinical licensure, Ohio nursing license.