QRTP Case Manager

Job Description

Job Description:\n\nBenefits:\n\n 401(k)\n Dental insurance\n Health insurance\n\nPOSITION SUMMARY\n\nThe Case Manager is responsible for coordinating all intake, admission, individualized service and treatment planning, ongoing case management, healthcare coordination, Child and Family Team (CFT) participation, required reporting, and discharge/transition planning for youth placed in the Our Next Generation (ONG) QRTP/BRS program. The Case Manager ensures that every aspect of case management is carried out in compliance with WAC 110-145 (effective May 1, 2026), DCYF contractual requirements, and Mullen-Polk Foundation policy. This is a comprehensive list of expected duties; the absence of a specific task from this list does not exempt the Case Manager from performing duties reasonably related to this role and assigned by the Program Manager or Executive Director.\n\n ESSENTIAL DUTIES AND RESPONSIBILITIES\n\nIntake & Admission\n\n• Review referral information within two (2) hours of receipt and contact the assigned caseworker to confirm placement appropriateness.\n\n• Participate in the multidisciplinary referral review, alongside the Program Manager and Clinical Consultant, to determine whether the youth's behaviors, acuity, supervision needs, and treatment needs can be safely managed at ONG without negatively impacting youth already in placement.\n\n• Participate in the meet-and-greet process with the youth, social worker/DCYF representative, IRC representative when applicable, Clinical Consultant, and other identified supports.\n\n• Confirm admission with the Program Manager prior to the youth's arrival and ensure the facility is prepared (clean room, intake paperwork, available staff).\n\n• Coordinate and complete all intake activities, including collecting required documentation, completing intake forms, orienting the youth to the program, and obtaining all required signatures, within eight (8) hours of admission.\n\n• Establish and organize the youth's file immediately upon admission.\n\n• Review intake documentation to identify missing records and request missing records immediately from the placing agency or authorized provider.\n\n• Complete the Personal Property Inventory with the youth and transporting caseworker, with signatures from both parties.\n\n• Complete the Initial Safety and Supervision Plan, Individual Behavior Management Plan, and Individual Supervision Plan within twenty-four (24) hours of admission.\n\n \nAssessment & Treatment Planning\n\n• Coordinate the development, implementation, and ongoing review of the Individualized Service and Treatment Plan (ISTP) for each youth within thirty (30) days of admission, in collaboration with the treatment team.\n\n• Ensure CFARS (or other required assessment tool) information is accurate, timely, and consistent with the youth's needs, behaviors, functioning, and service plan.\n\n• Complete required CFARS training and obtain consultation when assessment responsibilities fall outside master's-level qualification requirements; document all consultation as required.\n\n• Review and update the ISTP no less than every ninety (90) days, or sooner if the youth's circumstances change.\n\n• Complete the Independent Living Assessment within thirty (30) days of admission for eligible youth.\n\n• Ensure progress reports and updated treatment plans are distributed to authorized treatment team members, placing agencies, and other approved individuals in accordance with confidentiality requirements.\n\n \nChild and Family Team (CFT) / FTDM Participation\n\n• Coordinate and participate in all scheduled Child and Family Team (CFT) meetings facilitated by ONG, and Family Team Decision Making (FTDM) meetings facilitated by DCYF when applicable.\n\n• Prepare a written progress summary before each CFT meeting reflecting current ISTP goals, behavioral status, educational progress, and significant events since the last CFT.\n\n• Document CFT outcomes, including any changes to the service plan, new action items, or concerns raised by team members, within forty-eight (48) hours of the meeting.\n\n• Bring discharge and transition planning into CFT/FTDM discussion on a regular and ongoing basis, not only near the point of discharge.\n\nMonthly and Quarterly Reporting\n\n• Complete Monthly Progress Reports for each assigned youth, generally due by the 5th of each month unless otherwise directed by the placing agency or administrative procedure.\n\n• Complete Quarterly Reports every ninety (90) days following placement, unless a shorter timeline is required by contract, court order, or agency requirement.\n\n• Ensure that monthly and quarterly reports address youth progress, behavioral functioning, educational progress, and medical or mental health updates.\n\n• Complete and submit CFT documentation and treatment planning updates as part of the monthly/quarterly reporting cycle.\n\n• Complete safety and supervision documentation in connection with monthly and quarterly reporting requirements.\n\nHealthcare Coordination\n\n• Review all available healthcare documentation obtained from the placing agency, referral packet, guardian, or healthcare providers; request missing healthcare documentation immediately and document all follow-up efforts.\n\n• Coordinate scheduling of all required healthcare appointments and ensure medical, dental, vision, psychiatric, and medication management appointments are completed within required timelines and per provider recommendations.\n\n• Track and document all follow-up appointments and medical recommendations.\n\n• Communicate healthcare recommendations affecting supervision, safety planning, behavioral interventions, educational functioning, medication administration, dietary restrictions, community activities, or treatment planning to appropriate staff while maintaining confidentiality.\n\n• Coordinate with healthcare providers, behavioral health providers, educational personnel, placing agencies, caregivers, and tribal representatives (when applicable) to support continuity of care.\n\n \nDocumentation & Recordkeeping\n\n• Maintain a complete and organized youth file, including placement authorizations, intake assessments, orientation documentation, property inventories, health assessments, medication records, immunization records, dental/vision information, mental health history, school records, IEP documentation, Behavior Management Plans, Supervision Plans, Safety Plans, Independent Living Plans, incident reports, visitation plans, approved contact lists, court documentation, and ISTPs.\n\n• Ensure all case documentation is complete, accurate, and entered into ExtendedReach within established timelines.\n\n• Maintain ongoing communication with assigned DCYF caseworkers and placement authorities at a minimum of weekly.\n\n• Provide the Program Manager a status update on each youth's case no less than weekly, including notice of any deadline risk at least five (5) business days in advance.\n\n \nSchool Coordination\n\n• Coordinate with schools regarding enrollment, attendance, IEP/educational records, and academic progress for each youth.\n\n \nGrievances & Communication Limitations\n\n• Accept and forward to the Program Manager any grievance forms submitted directly to the Case Manager, per ONG grievance procedures.\n\n• Participate in reviewing communication limitations with the Program Manager, treatment team, or Social Worker when safety or treatment concerns exist.\n\n \nDischarge & Transition Planning\n\n• Begin transition/discharge planning at intake; identify the youth's projected placement goals, permanency goals, likely length of stay, known barriers to discharge, and anticipated service needs.\n\n• Review and update discharge planning during treatment plan reviews, monthly progress reporting, CFT/FTDM meetings, and any staffing involving placement stability.\n\n• Coordinate with the placing agency and treatment team to identify the discharge destination, transition timeline, required services, transportation plan, medication needs, medical appointments, school transition needs, and follow-up supports.\n\n• Make reasonable efforts to ensure continuity of care prior to discharge, including coordination with medical, dental, vision, therapy, psychiatric/medication management providers, schools, WISe team, family, and community resources.\n\n• Complete the Discharge Summary and submit it to the Program Manager for review.\n\n \nOn-Call & Emergency Response\n\n• Participate in the rotating on-call system, alongside the Executive Director and Program Manager, to ensure continuous emergency response coverage.\n\n \nIncident & Mandated Reporting\n\n• Complete and submit all required incident documentation according to ONG incident reporting policy and timelines.\n\n• Ensure incidents meeting mandatory reporting thresholds are reported no later than forty-eight (48) hours to local DCYF intake staff, the youth's Social Worker or CPA Case Manager, and tribal ICW representatives when applicable.\n\n• Complete mandated reporter training and fulfill individual mandated reporting obligations under RCW 26.44.\n\n \n\nMINIMUM QUALIFICATIONS\n\n• Must meet education and experience requirements for the Case Manager role established under WAC 110-145 (effective May 1, 2026).\n\n• Must complete and pass a DCYF background check (Chapter 110-04 WAC) prior to unsupervised contact with youth.\n\n• Must complete all required pre-service training, including CFARS training (if assigned assessment responsibilities), before independent work with youth.\n\n• Must obtain required clinical consultation if the Case Manager does not independently meet master's-level qualification requirements for assessment-related duties.\n\n• Must be at least 18 years of age.\n\n• Must maintain current First Aid/CPR certification.\n\nPOSITION SUMMARY\n\nThe Case Manager is responsible for coordinating all intake, admission, individualized service and treatment planning, ongoing case management, healthcare coordination, Child and Family Team (CFT) participation, required reporting, and discharge/transition planning for youth placed in the Our Next Generation (ONG) QRTP/BRS program. The Case Manager ensures that every aspect of case management is carried out in compliance with WAC 110-145 (effective May 1, 2026), DCYF contractual requirements, and Mullen-Polk Foundation policy. This is a comprehensive list of expected duties; the absence of a specific task from this list does not exempt the Case Manager from performing duties reasonably related to this role and assigned by the Program Manager or Executive Director.\n\n \n\nESSENTIAL DUTIES AND RESPONSIBILITIES\n\nIntake & Admission\n\n• Review referral information within two (2) hours of receipt and contact the assigned caseworker to confirm placement appropriateness.\n\n• Participate in the multidisciplinary referral review, alongside the Program Manager and Clinical Consultant, to determine whether the youth's behaviors, acuity, supervision needs, and treatment needs can be safely managed at ONG without negatively impacting youth already in placement.\n\n• Participate in the meet-and-greet process with the youth, social worker/DCYF representative, IRC representative when applicable, Clinical Consultant, and other identified supports.\n\n• Confirm admission with the Program Manager prior to the youth's arrival and ensure the facility is prepared (clean room, intake paperwork, available staff).\n\n• Coordinate and complete all intake activities, including collecting required documentation, completing intake forms, orienting the youth to the program, and obtaining all required signatures, within eight (8) hours of admission.\n\n• Establish and organize the youth's file immediately upon admission.\n\n• Review intake documentation to identify missing records and request missing records immediately from the placing agency or authorized provider.\n\n• Complete the Personal Property Inventory with the youth and transporting caseworker, with signatures from both parties.\n\n• Complete the Initial Safety and Supervision Plan, Individual Behavior Management Plan, and Individual Supervision Plan within twenty-four (24) hours of admission.\n\n Assessment & Treatment Planning\n\n• Coordinate the development, implementation, and ongoing review of the Individualized Service and Treatment Plan (ISTP) for each youth within thirty (30) days of admission, in collaboration with the treatment team.\n\n• Ensure CFARS (or other required assessment tool) information is accurate, timely, and consistent with the youth's needs, behaviors, functioning, and service plan.\n\n• Complete required CFARS training and obtain consultation when assessment responsibilities fall outside master's-level qualification requirements; document all consultation as required.\n\n• Review and update the ISTP no less than every ninety (90) days, or sooner if the youth's circumstances change.\n\n• Complete the Independent Living Assessment within thirty (30) days of admission for eligible youth.\n\n• Ensure progress reports and updated treatment plans are distributed to authorized treatment team members, placing agencies, and other approved individuals in accordance with confidentiality requirements.\n\nChild and Family Team (CFT) / FTDM Participation\n\n• Coordinate and participate in all scheduled Child and Family Team (CFT) meetings facilitated by ONG, and Family Team Decision Making (FTDM) meetings facilitated by DCYF when applicable.\n\n• Prepare a written progress summary before each CFT meeting reflecting current ISTP goals, behavioral status, educational progress, and significant events since the last CFT.\n\n• Document CFT outcomes, including any changes to the service plan, new action items, or concerns raised by team members, within forty-eight (48) hours of the meeting.\n\n• Bring discharge and transition planning into CFT/FTDM discussion on a regular and ongoing basis, not only near the point of discharge.\n\n Monthly and Quarterly Reporting\n\n• Complete Monthly Progress Reports for each assigned youth, generally due by the 5th of each month unless otherwise directed by the placing agency or administrative procedure.\n\n• Complete Quarterly Reports every ninety (90) days following placement, unless a shorter timeline is required by contract, court order, or agency requirement.\n\n• Ensure that monthly and quarterly reports address youth progress, behavioral functioning, educational progress, and medical or mental health updates.\n\n• Complete and submit CFT documentation and treatment plan